One of the biggest challenges of document management is scalability. As your company grows and you add personnel, your team is faced with the ever growing challenge of keeping up with paperwork that increases exponentially. From the very first application to the weekly schedules and vacation requests, this task only gets more complex with time. The move to digitizing records can be a lifesaver for those who are overwhelmed and unable to keep up with paper records.
Increasing HR Productivity
Sharing paper documents requires physical work. It also takes time to sort through documents, file them away, and retrieve them when necessary. This could all change with digitizing records. Once your documents are in a digital format they can be instantly filed, retrieved and shared with the click of a button. Documents are significantly less likely to get lost on someone's desk or in transit.
Improving Security
Regardless of your industry, keeping personnel records safe is always a priority. When you make a commitment to digitizing records you ensure that all documents stay under lock and key, and are only accessible to those with the proper permissions to gain access. You will have less paperwork floating around the office, waiting to land in the wrong hands.
Improving Version Control
Contracts and other documents change over time. You need all of your team members up to date on the latest document versions to avoid confusion and inaccuracies. Digitizing records makes it easier for everyone on your team to find the latest updates, as well as any revisions made in the past.
Employee Engagement
Record keeping is just as important for your personnel as it is for you. By keeping pay stubs, schedules, vacation requests and other records online, your employees will have the ability to look up their personal information at any time, from the office or at home. This reduces the number of calls made to HR, and empowers employees to manage their own schedules better.
Better Record Keeping
Audits are an inevitability. When it comes to answering questions about your personnel documents and tracking, you want to know that you can count on your HR team to deliver. By digitizing records, you ensure that all records are kept in a systematically sound way that meets all required guidelines for your industry.
Once you've moved to digitized records you will find that your team has everything they need to handle personnel records in a timely manner with less dependence on physical paperwork. With a centralized storage system, you will no longer have to keep dozens of filing cabinets piling up outdated paperwork as you add to the pile. Instead everything will be neat, clean and accessible for all team members according to their needs and responsibilities. 