Your job as an HR Specialist is to connect with people. That unique ability is what brought you to the field. Unfortunately, you have to deal with lots of paperwork–and we mean lots. It’s safe to bet that your desk is full of resumes, cover letters, interview notes, employee files and a whole lot more.
HR is so burdened with paperwork that they can’t focus on people. That’s why more and more HR Departments are using Document Management Systems like eFileCabinet. A document management solution gives HR Departments the ability to manage documents efficiently and compliantly, so you can focus on the part of the job you love. With a Document Management System, you’ll be able to focus on people, not paper.
Here are just some of the ways Document Management Systems are conquering HR’s unique industry challenges.
Document Retention and Scheduling
Retention lets HR personnel choose how long to retain records once they are scanned and uploaded into eFileCabinet. Most HR managers are required to retain records for seven years or more. Now all you have to do is set retention for a file and pick a date when they want it automatically purged from the system. Not only does this help scale back on system clutter, but now you won’t have to worry about getting rid of files once the seven-year mark hits.
The audit trail feature becomes extremely handy for HR employees, especially in the event of an external audit. With audit trails, HR can tell auditors precisely what has happened in the system and at what time. For HR employees working in financial industries, conducting internal audits isn’t something to worry about when you use eFileCabinet.
Role-based user permissions
HR executives can customize who can see what within the system, and who can download specific files. Given that over half of data breaches are internal, role-based user permissions are extremely helpful in securing your information from not just outside attackers, but also employees within an organization. This feature helps HR managers meet OSHA standards.
Templates give HR managers the ability to mass-apply folder structures across a greater range of cabinets, drawers, and files within eFileCabinet. This saves an enormous amount of time during the HR onboarding process. Let’s say your company has just hired lots of employees. Yay for company growth! But now you have to create lots of folders to organize all their files. With templates, you can create a new employee file structure in just seconds. With a typical paper-based filing structure, this would take nearly four to five times longer.
HR Document Management Forms Automation
The power of form automation helps HR managers cut down on repetitive tasks. You can use Zonal OCR (optical character recognition) to auto-fill forms at the field level. Then it automatically routes documents to the exact location they need to go. Now when it comes time to look for a particular document, you’ll find it in seconds.
If an organization is growing rapidly, an HR director relying on paper-based filing systems will have to manually go through these processes. eFileCabinet is helping HR Departments eliminate this stress.
The Value of eFileCabinet
The typical office employee spends 30 to 40 percent of their time looking for paper-based information, not doing their job. This has numerous adverse effects on employee development and wellness. HR employees begin to feel that they are working more extended hours and not feeling like they’re getting anywhere.
This is why using HR document management services like eFileCabinet is paramount in today’s office environment. It takes all the inefficient processes done with paper and turns them into digital, value-added processes for departments and organizations.
This frees up room for greater professional development, investment dollars for employee wellness, and, perhaps most valuable, time—which can be used for an infinite number of ways to improve your company’s position in the marketplace.