As you transform your HR department into a modern organization, digitization is an essential step. But as many leaders learn the hard way, digitizing HR documents is just the beginning. Whether paper or digital, documents must be managed in a way that maximizes efficiency and streamlines access but also meets compliance and security requirements.
The right HR document management solution can help your HR organization make the grade. But with so many software options out there, what should you consider when making your selection? Here’s a quick study guide to educate you on HR document management solutions.
Unlike enterprise content management solutions, content services solutions and other general-use applications, HR document management solutions are designed to meet the specific needs of HR professionals to store, secure and track both paper and digital documents. Your cloud-based human capital management (HCM) solution may promise to be comprehensive—but even it can’t provide all the document management functionality you need. If your HR department has already implemented an HCM solution, you’ve probably discovered that it doesn’t quite pass the test.
Access, efficiency, compliance and security are the core document management capabilities any HR department needs. General document management solutions may be able to handle some of these functions, but not all of them. In contrast, HR document solutions are designed to provide all four:
Using general-purpose document management solutions or even HCM applications can put your organization at risk for falling out of compliance or exposing sensitive data to the wrong eyes. HR document management solutions offer the answer to these problems.
Tailored HR document management solutions enhance security and ensure compliance, giving you peace of mind while also protecting your organization from reputational and financial risk. They save your HR organization time by automating routine processes and organizing documents for quick retrieval. Instead of spending hours tracking down documents or laboring over tedious back-office administrative tasks, your HR team can focus on work that drives value for the business.
As you study your options for HR document management, choose the right answer by selecting a solution that’s designed for HR needs. A good HR document management solution solves the problems of access, efficiency, security and compliance, ensuring your organization passes the digital transformation test with flying colors.
Download our quick-hit guide, What HR Leaders Need in a Document Management Solution, to learn more about what to look for in a system and how it fits into your organization’s tech stack.