How Your HR Department Can Organise Documents in Line with GDPR

Human resources are under increasing pressure to complete paperwork and organise documents as efficiently and as effectively as possible, even while cuts have been made and funding reduced. But as resources become somewhat limited, there are still many solutions available that will help GDPR and HR records to be filed and organised professionally. A company must be able to adapt to the ever-changing situation at hand, so that efficiency and productivity within the HR department continues to be at its very best.

So what challenges are HR departments facing, what can you do to help HR manage their workload, how can documents be effectively managed and how can you benefit from the aforementioned? Cleardata are on hand to talk you through the issue and the options available to help mitigate poorly organised documentation within your HR department.

 

What challenges does your HR department face?

There are many new challenges that HR departments have faced over the last few years. As well as limited resources, GDPR has also been piling on the pressure in terms of keeping everyone’s data as safe and secure as possible, by law. GDPR has since affected the way in which documents are:

• Stored
• Managed
• Collected
• Handled

There are many confidential HR documents that departments have to deal with, including; employment contracts, appraisal forms, employee health records and even pension details, to name a few. This is where your data management service company, such as Cleardata, comes in, as they’ll be able to improve document management for HR by:

• Avoiding inefficient processes
• Preventing a lack of insight into the business’ talents
• Responding effectively to Subject Access Requests
• Mitigating the issuing of significant non-compliance fines

With smart and secure data management and document organisation software at the helm of your operations, such as robotic process automation (RPA) services, effective document scanning and indexing services and archiving storage on demand, you can rest assured that the data you’re storing, managing and handling will be:

• Indexed efficiently and effectively to ensure fast retrieval
• Stored in a secure, certified archive facility
• Expertly digitised for quick and easy access
• Fully-compliant with all recent and required regulations
• Can be managed anywhere with help from the Cloud

 

The importance of balancing different data requirements

Archiving documents as securely as possible, in line with GDPR, has always been a necessary practice to follow, by law. As such, it’s expected that the data being stored away can be retrieved as easily and as efficiently as possible. 

They should also be in the correct format at all times, something correct organisation and the right document storage services will ensure. This enables employees and HR professionals to access personnel files quickly, as and when needed. As such, there are some data requirements that need to be balanced, including:

 

Accessibility

• Files and data should be easily accessed whenever required
• Quick access will enable effective document management processes to be carried out
• It makes meeting regulations and HR GDPR compliance easier
• Accessibility allows for more decisive decision making
• Documents won’t get lost in poorly-indexed storage or unorganised archives
• Documents should be clearly indexed by file type and employee
• Correct pieces of information should be accessed and acted upon with absolute ease

 

Document storage security

• Documents containing personal information must be stored securely at all times
• Sensitive data scanning solutions will help to mitigate; theft, interception, tampering, fire, flooding and deterioration
• Secure archives and record management services will also help to prevent the aforementioned risks
• Storing documents in a locked filing cabinet might seem safe, but it’s possible that the right security protocols aren’t in place if this is the case
• Misfiling documents or misplacing files is a common occurrence that Cleardata are keen to rectify

 

Document management

• Document management services are essential as the information you hold on employees is often subject to change and evolve with time
• Maintain a single view of each employee across all data sources and documents in order to ensure full GDPR HR compliance 
• Data must be easily found, as required by law
• By law also, there should be the capability to delete data if necessary
• It’s important that HR has a complete, up to date record of employee data

 

How to organise HR documents effectively

There are many solutions available to HR departments that can help to effectively organise files, documents and forms of data. Often, these include effective document archiving and indexing, scan on-demand capabilities and robotic process automation. Cleardata have outlined these options below, so you can fully understand what they involve and why they’d be useful when it comes to document management, storage and handling.

 

Effective document archiving and indexing – more related to scanning

• Paramount to the smooth running of operations within HR
• Whether you’d like to immediately digitise documents or not, it’s important that you’re aware of how and where original documents are being kept
• The aforementioned documents should also be thoroughly indexed
• Allows for easy document digitisation whenever it’s required
• You can index documents by; employee name, surname and employee number 
• Records can also be kept and categorised in accordance with the document type
• By archiving and indexing correctly, you’ll be able to meet the employee’s “right to be forgotten”

 

Data capture and being able to scan on demand

• Continuous access to employee information is important when it comes to storing, handling and managing documents
• Live HR files and documents can be accessed as quickly as possible with scan-on-demand services, especially when indexed correctly
• Enables information to be found, scanned, retrieved and returned as and when needed
• HR team will be able to send files offsite quickly and with absolute ease
• Useful data can be transformed into actionable information
• Data from any type of document can be indexed or extracted when required

 

How can you benefit from the effective organisation of HR documents?

There are many ways in which HR departments can benefit from the effective organisation of documents, in line with GDPR, including:

• All HR documents will be ‘digitally discoverable’
• Money will be saved as valuable office space dedicated purely for housing documents will no longer be needed
• You’ll have absolute peace of mind that GDPR regulations are being met and documents are compliant at all times
• Decision-making processes will be made easier
• Faster practices will improve efficiency and productivity when it comes to data storage services and document management and handling

 

How can Cleardata help you?

Cleardata will always be on hand to help you improve document organisation within your HR department. Whether you need robotic process automation services or cloud document management, you’ll always be able to rely on the solutions Cleardata has to offer. As a trusted, reputable company, you can look to Cleardata for a wide range of effective document management options and unrivalled customer service every single time. 

 

For more information about how Cleardata can help you today, get in touch with a member of their dedicated, knowledgeable team today – no matter what it is you need, Cleardata will have a service that’ll suit your needs and requirements every single time.