Create a Paperless HR Department with Scanning and Automation

Posted by Andrew D'Arcy on Aug 19, 2019 8:26:14 AM

Stylish businesswoman presenting coworkers pictures on digital interfaceYour HR department is a significant cost center for your business. One of the costliest elements of the department is the use of paper products. And so, it’s important to consider ways to reduce the use of paper with your HR processes. Our team at MES has many years of experience in this area of the industry. In this latest post, we’re explaining how to create a paperless HR department with scanning and automation solutions.

Set a Goal to Move Towards Electronic Document Management

The first part of the process is to take the initiative for your team. Make a goal for moving toward electronic document management and begin to transition towards the system within your working processes. For example, you might begin by having your personal files scanned and entered into the system. And then walk through the process with the other team members. This can help to prove the value of the paperless HR department as others begin to see the benefits.

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Address Compliance Concerns

One of the key areas of concern for HR departments considering how to go paperless is compliance. That’s because HR teams handle significant amounts of sensitive data, and many don’t understand the value that paperless systems can offer in terms of business security and protecting personal information. Paper documents can actually expose the company to more liability, as the document can be lost or otherwise misplaced in the office. And this could mean the company faces legal action in the future. Meanwhile, a document management solution that combines scanning and automation technology can help to secure personal documents. Make sure that you show your team members the clear value that going paperless can bring in terms of compliance for the years ahead.

Begin Organizing the Paper

Now that you have addressed some of the compliance concerns and you have shown the value of the process through scanning some of your documents, you can begin organizing the HR office. Start by dividing the documents into type and date. Then make sure that you assign individual team members to the process. This can help to improve the efficiency of the scanning work. Many companies are also now turning to paperless office experts such as MESHDS for document scanning solutions. We have the experience to handle any scanning demands with precision in a quick timeframe!

Choose Your Document Management Software

Once the scanning process has been completed, you’ll have to choose comprehensive document management software. The software should be designed to handle any automation challenge you might face. For example, it should be capable of populating all types of HR forms and in analyzing specific forms for finding key data points. When considering the document management software options, make sure you go through a few trials and ask that the company’s software team explain their products to you. The products should be designed based on the latest innovations and to respond to your full range of needs. 

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When choosing the software from the company, you should also make sure that they offer training for your team. One of the key challenges many companies face when working with document management software is their team is unable to complete various processes due to a lack of training. Ask for expert guidance immediately so that your team is ready to work with the software.

Explain the Process to the Rest of the Company

Now that you have completed the process of going paperless within your HR department, you can explain the process to your other employees across the organization This will ensure that the entire company sees the many benefits achieved through scanning paper documents and automating working processes. During this stage, you will also have experience and expertise to explain any worries about security to other employees. Take your time during this process and ensure that all questions are answered with precision.

Our experienced team at MESHDS is here to help guide your company through the process of creating a paperless HR department. We have decades of experience in scanning and building automation systems. We’re also experts in the engineering of paperless document management systems and have worked with thousands of companies across the industries.

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