The human resource department often deals with complex documents containing sensitive information. These documents can be disorganized in a filing cabinet overflowing with employee records or they can be effectively managed and securely stored with an employee document management system. Employee document management, also known as HR document management, is the process of organizing, filing, retaining, or disposing of company records and employee information while remaining compliant. HR case management software makes it easy to search, store, and manage all employee data, allowing for quick access without the hassle of sifting through paperwork.
To set up employee document management, the necessary steps include determining the required documents, defining access restrictions, identifying expiration dates of information, determining security levels, creating a plan for storage and archiving files, and utilizing software to simplify the process.
Implementing an employee document management system offers several benefits. It helps the organization remain compliant with regulations, provides legal protection by ensuring easy access to required documents, maintains security and privacy of sensitive information, increases HR productivity by streamlining document search, and improves workflow by automating processes and facilitating easy access for employees.
However, there are challenges to implementing an employee document management system. Training staff on the new system and transitioning from paper to electronic files can be time-consuming. It requires effort and adjustment before the benefits can be fully realized.