2021 HR File Management Goals: Is Your Company Behind The Times?
COVID-19 presented companies with a multitude of challenges in 2020, exposing process inefficiencies in many areas of business, not the least of which being HR. Is your HR file management strategy keeping up with the times?
When COVID-19 forced many companies to shutter their physical office space and ask their staff to work from home, it changed the way we all do business. In today’s increasingly digital world, Human Resources teams are sometimes left behind in the technological landscape which can significantly impact how effective they can be when managing a team of employees who may not always have access to an internet connection or reliable WiFI signal at home.
Remote work is now the new norm for many. It begs the question: are HR professionals keeping up with their responsibilities? The remote workplace presents a unique problem, and one that comes up over and over again in discussions about best practices – How to successfully manage employee files when you’re not physically available. Does your company’s HR file management strategy need an update? Here are some key points to consider when looking into finding a solution- 1) Ensure transparency of information across different departments; 2) Create an atmosphere where employees feel like they have control of their own data; 3) Be sensitively aware that this has implications on how secure or private documents can be stored remotely by hosting them locally rather than through cloud storage providers which may violate local
Are you wasting time filing and finding documents?
A paper-based employee file can be nearly impossible to keep organized. A large employee count, rapid growth, or high turnover only make it more difficult. And with many HR professionals working from home, timely access to your files is a real issue. With as little as 2% of the Fortune 500 using digital records management (DRM), there’s no reason not to go all in right away!
It is important to know that storing documents in your existing HRIS or Payroll system can be a hassle. It takes time and effort just for uploading them, not to mention the difficulty of downloading them back when you need access again! Furthermore, there are no ways to make sure all employees have current copies of files – who knows what might get lost?
It’s tempting but it doesn’t pay off When people store documents inside their HRIS/payroll systems they find themselves spending too much time on uploads and downloads which makes things difficult. There’s also an increased risk for missing work because if someone has old versions then any changes applied after this point won’t show up at all until somebody updates those outdated ones with
Is paper still slowing the HR team down?
It’s important to make the transition from paper to digital files. Paper-based processes don’t allow for easy storage or quick retrieval of records, and can lead to confusion around who has what information on file. With a scanning tool that works with your current filing system, you’re able be more efficient in managing employee data by shifting straight into an electronic format where all their paperwork is filed away securely online – no matter how many papers they have!
The challenges of managing paper HR documents are well known but sometimes difficult when dealing with large back logs at home or even if there is regular receipt of new documentation on physical media like hard copy mailings etc., which leads some businesses looking for solutions such as converting old fashioned methods over time towards digital. When we first started DynaFile, one of our main goals was to help people eliminate the need for paper. Now you can scan an entire folder at once and barcodes do all of the filing for you! Or if a stack of unrelated paperwork seems daunting, use this software to break it out into different documents based on who they’re filling them in for-and fill those forms without ever leaving your computer screen thanks to digital signatures that replace pen-paper processes completely.
Does HR run into compliance issues with their files?
With so many requirements around the storage of sensitive employee information like PHI and PII, compliance is key for HR. Tracking documents for a large workforce can be difficult to keep on top of when you have them stored in different places within your office or even across multiple offices!
We know that an indexed filing system makes it easy to find what we’re looking for quickly- but did you also know that this index would make complying with regulations easier? Just think about how huge your workload could become if one day there are auditors coming by asking questions at any time they please….The downside here is trying to do all these tasks manually which takes more hours than just having everything neatly filed away as per company’s best practices. Audit reports can list missing documents and confirm what’s in the folder. They can also show you a list of documents that will expire soon. That way, you always know which files to make accessible for an auditor request or if someone needs them urgently from outside your organization!
For HR teams, the right security settings can make all the difference. With a few simple clicks and perusal of documents, an administrator can set up individualized access rights for each employee at their organization to keep files more secure while still ensuring that staff have easy-access when they need them. For example, sensitive information like I-9s or medical records could be kept under lock and key without limiting employees’ ability to see what’s important in day-to-day operations. Or companies may want managers with only limited areas of responsibility such as payroll management or tax documentation for themselves – so long as these people are granted just enough access within OneDrive Business ’ confidentiality is maintained!
What is your deadline to upgrade?
If 2020 taught us anything, it is that we need to be prepared for new ways to tackle old responsibilities. Upgrading your filing system may seem like a daunting task but with the right team and resources you can make big changes in no time!
If 2020 has shown us one thing, its that HR teams must always stay on their toes when tackling tasks such as file management. This year brought about many opportunities where our employees needed quick access or fast retrieval of documents; unfortunately traditional methods proved ineffective against these instances which led business owners scrambling to find an alternative solution- enter: electronic filing systems. With so much competition out there today why not choose something cutting edge? Upgrade your current paper files into digital ones by partnering up with experts who will
