In today’s organizations, Human Resource (HR) departments rely on technology more than ever before to streamline processes, such as onboarding, employee self-service options, and data management, while also reducing the need for paper and physical storage options.
While digital records are an improvement over paper from both an accessibility and efficiency standpoint, they don’t automatically solve the deeper challenge of taming the growing number of documents—both physical and digital—scattered across various systems. For example, legacy paper files may be stored in physical filing cabinets, while digital versions are siloed on platforms such as SharePoint, Dropbox, or even mobile devices. Without a centralized system, HR teams spend unnecessary time searching for documents, updating records, and managing employee files across different business units. At the same time, they must meet evolving government regulations and internal governance policies, including respecting compliance deadlines, securely sharing sensitive information, and adhering to strict retention schedules.
A robust information management service can help HR departments bring order to document chaos, and allow the team to focus more on strategic goals, such as recruitment and employee retention. To fully support your HR department’s goals, the right solution should deliver three key benefits: seamless integration with existing systems, comprehensive compliance support, and secure document sharing and control—whether within or outside your organization. With these capabilities in place, HR can operate more efficiently, reduce risk, and play a more strategic role within the organization.
Ideally, your document management solution will serve as a central aggregation point for disparate HR systems, network drives, and paper files. This central repository, accessible from anywhere, enables efficient document search and ensures that HR files remain secure and compliant with federal, state, and local regulations.
To achieve this goal, your HR document management system must integrate with HRIS/HCM and other systems, allowing access to and indexing of documents regardless of their location. Further automation can ensure that records are complete, accessible, protected, and not duplicated. The document management system should also be capable of recognizing document types, allowing you to respond to requests by searching across multiple employee files.
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Rules and regulations are always changing—much faster than HR teams can keep up. This is why maintaining compliance with government regulations and internal information governance policies is one of the biggest challenges for HR. This is where a document management service comes in. The right solution should automatically integrate your specific governance policies, making sure that retention rules are applied correctly and files are destroyed in alignment with the law. Because regulations are constantly evolving, it’s important to choose a document management service that actively monitors and updates the rules, so your compliance is never at risk.
HR departments handle a substantial amount of Personally Identifiable Information (PII) and are responsible for safeguarding this sensitive data. Whether working with the payroll department, internal or external auditors, or responding to unemployment claims, getting the correct information into the right hands without compromising data integrity, is critical.
A document management solution provides a centralized and compliant platform for securely managing and sharing documents. With controlled access, HR teams can grant permission to specific users for viewing, downloading, or editing documents while maintaining complete security over sensitive data. In addition, the document management system you choose should include comprehensive audit trails, detailed reporting, and meet top-tier security certifications (e.g., SOC 2 Type II, PRISM Privacy+, Privacy Shield) to guarantee that document sharing meets the highest standards of compliance and data protection.
The digital transformation of HR document management has come a long way in a short time; however, it isn’t truly complete without a centralized document management solution. By implementing an information management solution like Access Unify™, your employees can spend less time on routine administrative tasks and begin working as a strategic, culture-developing backbone of the organization.
Whether you’re storing physical boxes, managing digital content, or doing both, Access Unify brings all your information together in one platform that is searchable, accessible, and protected. Dig into the features of Access Unify and see if it’s right for your organization, or contact us for a quote.
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