Seven Key Steps to Create a Paperless HR Department

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Seven Key Steps to Create a Paperless HR
Department
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The human resource (HR) department in any
organization has to deal with large volume of
documents on a daily basis including on-boarding
forms, insurance forms, tax forms,
resumes/applications, interview records and more.
Transitioning from physical documents to
electronic document management systems helps to
save time and money for your business. A
professional document scanning company can help
scan the documents and convert them into the
required format.
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Electronic Document Management System Benefits
Automate and streamline data collection from
prospective job applicants
New employees can review the required documents
and complete forms electronically at their own
time and pace
Employees can update and sync their personal
information from their own devices, which reduces
the need for filling out change request paperwork
Employees can sign contracts and other mandatory
documents through electronic signature
Allows payroll administration to become more
cost-effective, time-saving, compliancy-guaranteed
and secure
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Seven Steps to Switch Easily to an Electronic
Document Management System
Initiate the transition to digital option
HR department manager should take the initiative,
step up, and lead the way to become
paperless Set up goals in such a way that
everyone in the HR department is encouraged to
transition Setting up some kind of reward
initiative may encourage all HR employees to
participate in the efforts
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Ensure Everyone in the Department is on Board
To get the entire department on board
Make the team understand how going paperless will
save time and effort and make jobs easier Make
the employees aware that they can get easy,
instant access to their personal
information Going paperless will help you become
more compliant, as this software includes
security measures and other features that ensure
protection of vital information Electronic
document management can eliminate potential
issues in existing paperless processes
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Document Organization
Organize the documents before scanning them. HR
documents can be organized in any certain order
and make each employee responsible for a
designated segment of files Dispose outdated
documents. Choose an expiration date or
expiration condition for documents Keep track of
the employees on a regular basis, which helps to
address any issues that may occur
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Choose the Right Software
Choose the right document management
system Research and compare your software
options before making a decision Make a list of
the things you need in your software as well as
the things that are not that necessary Consult
with the finance department and business
executives to figure out budget for the new
software Find software within your budget that
meets all of your needs Get as many
demonstrations and trials as you can, to check
how the software functions
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Scan and File Documents Electronically
Train your employees in using the software and
start scanning and filing the documents
electronically
Scanning one employees documents at a time and
breaking it into sections makes it easier to
manage For each file you scan, create a folder
in your system Choose a template for naming
documents as well as a standard file structure
Before destroying physical copies, ensure all
documents are properly uploaded
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Inform all the Company Staff
Let the whole company know about the transition.
Send out an email addressing any concerns
regarding security, and benefits of this
switch Ensure every staff member is familiar
with the version of electronic sharing you
choose Also introduce electronic signatures to
the employees
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Enjoy the Benefits
By going paperless, enjoy benefits such as
Save money and employees time Easy recovery
from disaster Prevents waste in outdated
forms Avoid documents being lost or misplaced
Protect the environment
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Contact Us
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Tulsa, OK 74133
[phone] info_at_managedoutsource.com
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