The Best HR Document Management Practices to Adopt Right Now

HR is present in almost every workplace, in some form. No matter what, there will be someone behind the scenes dealing with administration. This is to ensure the smooth running of your business, from the smallest of details to the largest of responsibilities. 

A such, it’s no wonder that people are on the lookout for ways to make their HR practices more streamlined. With this in mind, here are some of the best HR document management practices to adopt right now:

 

What is digital HR document management?

It is exactly what is said on the tin, so to speak. It is the management of HR-related documents but in a digital format. State-of-the-art document management processes will digitise your physical paperwork to allow for automation and straightforward access. 

As well as this, it also offers optimum protection from natural disasters, such as fire and flooding. In addition, it limits the risks of theft, loss or misplacement of documents. This is something that is beneficial if you deal with confidential or sensitive information, such as medical records or PDR information. 

HR departments are present in almost every industry. Therefore meaning that many digital document management processes are as relevant to a bank as they are to an engineering firm, for example. That’s where Cleardata comes into play. We are able to cater for all sectors and industries, regardless of how sensitive the information is that you’re handling. 

From digital mailroom and RPA to document scanning and archive storage, there’s nothing we can’t handle when it comes to effective, reliable and trustworthy document management for HR departments. 

Whether you’re looking to outsource these services or wish to implement them within your onsite HR department, we are able to help. Let’s first take a look at some of the latest digital HR document management practices that are available right now.

 

7 digital HR document management practices 

If you’re looking to streamline your processes in HR, whether it be something as simple as pulling up an employee record or pushing through a promotion, there are some advanced and modern practices that you need to be implementing right now to ensure your work is carried out as efficiently and as productive as possible. As such, here are seven of the best HR document management processes we believe you should be implementing right now:

 

1. Controlled access

This ensures the continued protection of all documentation. It prevents paperwork from falling into the wrong hands, as well as protecting them from fire, flood and general loss. The protection of documentation should be your number one concern, more so to comply with GDPR. Therefore, you will need quick access to sensitive documents, but it also needs to be controlled. There’s software on the market that will require passwords in order to access confidential paperwork, ensuring optimum protection. 

2. Set deletion procedures

When complying with GDPR, you are only to hold onto someone’s personal information for a specific length of time. By choosing to implement software that will automatically delete these records from the system, you’ll be given more time to focus on other responsibilities that your role is made up of. In addition, it will also give you peace of mind that you’re conforming exactly with the requirements of GDPR regulation.

3. Keep some physical records

Although keeping everything digital is a great way of protecting them from loss and theft, as well as allowing access from anywhere at any time, technology can let you down. Whether it be a system failure or a power cut that renders your software useless for a short time, it’s important that you have a plan B in place, and that can include having some physical documentation stored, just in case. This can be stored onsite or in a secure archive storage facility, such as the one we have here at Cleardata.

4. Name documents carefully

To effortlessly locate and access the documents you need, ensure that they’ve been labelled correctly and appropriately. Much like on a desktop at home, it can be difficult to find records if they’re not aptly named. In addition, the more relevant the name, the more efficient the software is at finding the exact paperwork you need. 

In addition, you should also refrain from using the same name or similar, for different records. This is so you don’t confuse the system. If this is the case, your digital software could pull up countless documents, rather than just one.

5. Offer training

For your new digital HR document management software to benefit you, your staff need to use and navigate it quickly and efficiently. As such, you should offer some specialist training in how to use the new digital way of working. This is especially useful if your HR staff are used to manual methods and not digital ones.

6. Have a clear set of expectations

You will need to create and share some standards for how the library and documentation should be used. This includes emphasising proper etiquette so as to comply with GDPR rules and other legal obligations. As well as ensuring the importance of confidentiality is known. 

Failure to comply with these rules could see the business be landed with hefty fines and, in the most severe cases, prison sentences. Do your utmost to avoid this by ensuring everyone knows how to handle sensitive information.

7. Mobile access

According to GoRemotely, 80% of HR managers believe that remote work stimulates e-Presenteeism. Therefore, being able to access documentation from anywhere at any time is a must in this digital age. It enables remote working and hybrid working, something that has increased in popularity in recent years. Mobile access is being adopted by a wide range of industries. It’s something that allows HR departments to run as smoothly and as efficiently as possible. 

 

What are the benefits of using the latest digital HR document management processes?

There are many benefits to be had by choosing to adopt some of the latest HR document management processes. From effortless GDPR compliance to protecting documentation from flood, fire or theft, as well as other situations that will result in the loss or misplacement of paperwork, you’ll have nothing to lose and everything to gain by implementing the latest HR document management methods. Here are some of the benefits to be had:

 

• Allows for smoother and more reliable processes – when you adopt some of the latest methods in HR documentation management, you’ll be able to benefit from automation and other reliable processes. All of which come as a result of implementing some of the most state-of-the-art methods available when it comes to document management in the HR department
• Ensures compliance and security – there are certain laws that will require the secure storage of documentation, so as to conform with GDPR and other regulations. It becomes precarious when storing manual documents onsite, as they’re left vulnerable to theft, loss and damage. However, when adopting some of the latest document management practices in HR, you’ll be able to comply with GDPR and other security obligations almost effortlessly
• Enables better preparation for physical disasters – when adopting some of the best HR document management practices, you’ll be able to protect all of your documentation and paperwork from floods, fires and other natural disasters. This isn’t so easy when handling and dealing with manual records
• Secures legal safeguards – whether you’re complying with laws, audits or other official proceedings, you will need to be able to pull up documents both quickly and easily. Doing this manually can take time. However, when done using the latest document management practices, you’ll be able to secure legal safeguard
• Helps to give more advanced search capabilities – with state-of-the-art technology, software and equipment at your disposal, you’ll be able to take advantage of some of the more advanced searching capabilities that are on offer. From finding individual employees from a pool of thousands to completing training or electronically signing disclosure documents, the most advanced tech can only benefit your HR management practices
• Boosts productivity and efficiency in HR departments – Manual HR document processes and practices can slow down workflow. By adopting some of the latest, tech-driven methods, you’ll be saving time and, therefore, increase productivity and efficiency all round
• Saves space in the workplace – you’ll be saving space in the office as you won’t need to be filling countless filing cabinets with physical documents and records. In addition, they can be expensive and they’re incredibly bulky. By taking these away, you’ll be sure to notice a considerable difference in space gained, rather than lost

 

If you would like further information about our specialist services, including digital mailroom, document scanning and RPA, to name just a few, get in touch with a member of our expert, professional team today – we are always pleased to hear from you.