In almost every company, the department that requires utmost security and coordination is Human Resources. Without a proper system in place, HR Departments are lost and unable to work to the best of their abilities.
Companies that have hundreds or even thousands of workers, along with a number of tasks going on each day, can become insanely disorganized. And that isn’t their fault! They just have their plates piled high. Human Resources Managers generally deal with any of the following; compensation, hiring, performance management, organization development, safety, wellness, benefits, employee motivation, communication, administration, and training. That’s a lot to tackle.
HR Departments that haven’t yet switched over to an enterprise content management (ECM) system, are missing out on a number of benefits for their team and for the future of the company. A surge in productivity, data protection, better communication, and an increase in profit are just a few.
Is your company ready to invest in ECM? If you’re curious how this solution can positively affect your HR department, read on. The following are some ways in which ECM can make a huge difference in your company.
It cuts down on paperwork
When organizations take on new hires, there are contracts to be signed, tax forms that need to be filled out, health insurance and 401k documents to print out, and handbooks that must be distributed. You may be wasting hundreds of sheets of paper when an employee starts working at your company.
Physical paperwork is a big drain on your budget, and it takes a lot of time to fill out forms by hand. According to statistics from OrganizedWorld.com, the average office worker spends 1.5 hours per day looking for lost items. Plus, the average worker is using 10,000 pieces of paper per year.
When you utilize an ECM platform, all of your documents are kept on your computers and your server. New hires can look over files on their computers and sign documents electronically. Any time your employees need to look over documents, even when they’re on the go on their mobile devices, they can be viewed in your system instead of printed out.
All of your files are in one place
If you use ECM, you can throw out your filing cabinets and save time trying to find documents. Within an ECM system, your HR Department can locate documents by the file name, part of the file name, or the date it was last modified. This means that they can store and easily find insurance policies and renewals, 401(k)s for all your employees, and general policy information on your company with the click of a button.
It allows you to generate employee files
Within your ECM system, your HR employees can create file structures based on each employee. These structures will include their offer letters, W-9s, W4s, I-9s, and all new hire documentation. It’ll also be composed of their paid time off and vacation time documents and any correspondence they had with HR.
When employees leave, their files can stay in the system, which means that you’re able to easily verify their employment. If you want, all current and former employee information can be stored in one easy-to-access document.
When you use paper files that can be stolen or email and software that is susceptible to hacking, you’re putting your whole company at risk. ECM is much more secure than the cloud or paper documents because it comes with multi-layered encryption and user-based access.
This means that if a hacker tries to get into your HR files, all he or she will see is scrambled data that can’t be deciphered. With user-based access, employees at different levels are given varying types of access to your documents. You can set password controls on certain documents to make sure that sensitive HR information always stays confidential.
There is a workflow
If your organization has a large HR department, or numerous departments are dealing with a new hire, you can put hiring through a workflow.
In an ECM system, workflow is tracked so you always know where you’re at on a project. If a hiring manager sends information to HR for clearance to hire someone, HR can then pass it onto payroll, the office administrative assistant, and back to the hiring manager. All of this can be done within the system and without any of the paperwork.
You can also view who looked at and modified your documents, and receive alerts when it’s your turn to work on a project.
Are you ready for ECM?
Do you want to transform your HR department and your whole organization in general? Then it’s time to sign up for ECM.
To get started with Contentverse’s ECM platform today, reach out to us. We’ll find a solution to fit your business’ needs.
A version of this article was published as Why HR Departments Need a Solution – Not Another Filing Cabinet by Andrea Cochran on January 12th, 2016.