If there’s one thing that HR does, it’s handle a lot of documents. And while, once upon a time, we used to keep all that paper in filing cabinets and in boxes stuffed with manila folders, times have changed.
Now with cloud-based storage and electronic databases that can be securely accessed from anywhere, at any time, document-management software has never been more popular. But just in case you’re one of the few holdouts for this great way of managing your company’s paperwork (or if your boss is), here are five reasons why HR needs document-management software now.
1. You can create, archive and retrieve documents with a snap of your fingers
From 1-9s and W-4s to company policies and emergency contact information, document-management software puts all of that information and more in a single, convenient location so you don’t have to go searching for important papers you need now. Whether you’re on the road, vacation or sick leave, you can easily access your secure information when you need it.
And since all of these documents are electronic, you save yourself space. No more filing cabinets and boxes for you! Plus, you’ll save more than a few trees, and the planet will thank you for it.
2. It’s more secure than other options
Anyone with a crowbar and the desire could break into your filing cabinets. With document-management software, you decide who gets access to what information, and you can see who accessed which documents. Ensuring everyone’s personal information, as well as the company’s proprietary information, is secure will be a big benefit for your organization.
3. You’ll be better at staying compliant
Document-management systems make it easy to see who has – and who hasn’t – completed required training, forms or healthcare paperwork. And instead of hunting down (and risking losing) that important information, you can manage it all electronically.
Most good document-management software has regular updates to ensure you stay current on the latest laws and regulations for your industry, state, and city. And staying on top of those changes and additions will help you avoid hefty fines down the road.
4. You can get signatures faster
How many times have you emailed a form to an employee, and waited to have them print it, sign it, scan it and send it back? Or worse, have it mailed back to you – even through interoffice mail. It’s time consuming, and there’s always the risk of the document getting lost, sent to the wrong person or stolen.
With document-management services, you can use electronic signatures that are secure and instant. Get your completed document back in seconds instead of days. And save yourself a few headaches.
5. It will give you peace of mind
Not having to worry about paper documentation that could get damaged, stolen or lost will make your job easier by reducing your worry. Let the document-management system take care of the storage and protection of those important files for you. Now you can focus on other parts of your job.
