Smart HR department: Overcrowded paper archives, time-consuming document filing, and tedious document research – isn’t that a thing of the past? The topic of digitization is omnipresent, but although around half of the companies use digital document management solutions. And, the HR departments, in particular, still process documents predominantly on paper.

In the context of digital recruiting, modern workplaces, and home offices. It is now becoming increasingly difficult to master the mix of incoming digital and paper documents.

Support is provided by ECM/DMS solutions that are equipped with processes for the legally compliant, digitized management. And processing of employee-related documents – in the application process, in onboarding, in employee communication, in talent management, etc. We highlight some of the vital success factors for introducing digital document processes in HR and give practical tips for implementation.

Smart HR department

Central Administration, Global Access

HR managers are aware that paper files are no longer up-to-date and that the “digitized personnel file” offers significant advantages. Especially in times of home office and remote work, many HR departments’ processes can be massively accelerated. “Digital personnel files” are available 24/7 via an encrypted Internet connection and allow access from any device from any device. Companies like Factorial HR exist to provide a solution for HR departments. They offer all the tools needed to streamline HR processes and make it so HR personnel can seamlessly collaborate remotely.

They also offer significantly more security than paper files. In the DMS system, they are protected from getting lost, deleted, copied, or other dangers. At the same time, you can use intelligent authorization control to restrict access to authorized persons. However, there are significantly more requirements and legal regulations to be observed with digital personnel files compared to customer or Project management solution helps project managers (PMs) and teams collaborate and meet goals on time while managing resources and cost..

Reliable Protection of Sensitive Data

In contrast to many other departments, the HR department often manages sensitive and personal or private information and documents. On résumés, doctor reports, warnings, or payslips, there is content that must be reliably protected from unauthorized access in any case.

In contrast to commercial documents, for which usually only (minimum)Storage obligations apply. And, there is also a deletion obligation for some types of personal documents. And, according to which the employer must ensure, under certain conditions, that content from a personnel file is reliably and irretrievably removed. This is the case, for example, with warnings or when employees exercise their right to delete specific data after they have left.

Availability and Control of Access Authorization

A mobile and location-independent access to files and work documents is already required as a “standard” by many employees. This is also the case in the HR department and especially when the company has several locations. In companies with several locations, employee information can be managed centrally in the “electronic personnel file.” But can be called up quickly and easily from any location at any time.

In contrast to customer and project files. For example, one of the basic requirements for a digital personnel file is that access to information can be restricted if necessary. It must be possible for employees and their superiors to have temporarily limited access to the file or also only on the part of the file,

Increase Productivity, Improve Service Quality

If these hurdles are successfully overcome, the digital personnel file can trigger a real “productivity boost” in the personnel department. Used correctly, the digital file ensures that legal and internal company guidelines are reliably observed. It supports the HR department – and thus also the employees and their superiors. In handling standard processes (e.g., in talent management, onboarding, employee communication, or when leaving the company of employees). It also enables a high degree of service orientation in the HR area. For example, in the form of self-service access to parts of your own files.

Efficiency and Relief in Day-to-day HR Business

Software solutions for “digital personnel files” increase process quality and offer many standard functions that support HR department personnel in routine processes in the day-to-day HR business.

This includes predefined workflows, such as for the creation of master data and mandatory documents. And, which must always be available in the record when an employee is hired, functions for assigning and importing documents. As well as automated resubmissions and reminders, for example, to remove documents from the Remove files or useful status displays if a document is missing, and much more.

With the office integration of the “digital personnel file,” new documents can even be conveniently created directly in the personnel file using the template manager and text modules.

Think Big – Start Small

Successful projects require that companies are initially clear about what and whom they want to address with a digital personnel file in the medium to long term. Goals and roles should be clearly defined in advance. Among other things, the following questions need to be clarified: Who should have access to the file? Should only employees from the HR department be able to view the files. Or should access also be possible for employees and managers (possibly at a later point in time)? Which (self) services, such as digital vacation requests or expense reports, should be supported by digitization? Which documents are generated regularly and should be optimized through digital processes?

Then it is essential to find out which types of documents are currently stored in the personnel file, which documents are to be (additionally) managed in the future, etc. Following these considerations, you can then begin – step by step – to introduce the digital personnel file in the company.

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