Not all human resource management systems (HRMS) are created equally. There are many options to choose from when trying to decide which system will be best for your HR department. Depending on a variety of factors, some will naturally fit your business better than others. Some companies have found that they need more effective on-boarding capabilities or a better way to maintain employee files. Quite often, human resources find that what they really need is an employee file system.
What is an employee file system?
An employee file system is part of the HR management process. Some HRMS include a good way to maintain employee files, on-board new employees and make self-service information available to staff. Other HR management systems are lacking in these areas and that is where an employee file system can greatly increase efficiency. Your employee file system holds all of your employee records in the cloud so they are easy to maintain, readily accessible and extremely secure. Documents within an employee file are indexed with metadata properties. This information allows HR to break employee files into their specific sections digitally. Now when you need to find John Doe's performance review from Q2 five years ago, you can pull it up instantly by using a metadata search.
How secure is cloud HR management?
By managing employee files in the cloud, you are actually increasing your security quite a bit. Cloud systems are hosted by software as a service (SaaS) companies like DynaFile. They host your filing system on their servers so HR requires little to no help from IT. Updates, upgrades and bug fixes are all handled by your SaaS provider. Files are backed up redundantly every night and throughout the day to make sure your employee information is safe. The data centers that store your files are also audited annually to ensure they are using the highest level of security precautions available to date. Additionally, since all of your employee files are indexed with metadata, you can control access to specific types of documents for specific groups of users. This not only makes for a more compliant system and a higher level of protection, but it also allows you to consolidate employee information into one comprehensive file per staff member. You no longer need separate files for the same employee to maintain compliance.
How can an employee file system improve on-boarding?
HR management systems are sometimes hard to work with. Because of this, it may take a very long time to set up a new employee file, get their on-boarding packet to them; have everything filled out, signed and filed correctly back in the employee's new folder. With an employee file system, on-boarding becomes much simpler. For example, DynaFile partners with an electronic signature provider, DocuSign. HR stores their templates for on-boarding forms and documents in DynaFile. When a new employee is hired, HR simply enters that employee's name and email address into the system and much of the paperwork side of things is completely automated. The new employee receives an encrypted link to their on-boarding documents and is able to review, complete and sign them online using DocuSign before their first day of work. You can even include direct links to things like the employee handbook from within the acknowledgements themselves so new hires can easily review the material they are required to sign off on. And for payroll and tax purposes, new employees can attach a copy of their ID and a voided check for direct deposit. Once they have completed their on-boarding packet, their new employee file is automatically created and all of their signed documents are filed automatically in their new folder.
How does HR manage employee files in the cloud?
HR management systems are not always great at handling a variety of file types. With an employee file system, though, HR can manage both paper and electronic documents with ease. For example, DynaFile is a hybrid filing solution that lets you automate the conversion of paper files to electronic format and then manage them in the cloud with the rest of your files. This is something that becomes extremely important when you're thinking about going paperless and consolidating your employee files. You need to be able to manage the miscellaneous paper - it's inevitable! So next time Jane Doe submits a leave request, you can simply scan directly into her online employee file; or if submitted electronically, simply drag and drop into the system. Documents can be versioned and collaborated on; pages can be added and removed; and the best part is everything is tracked by the system so HR above all maintains compliance.
If your struggling with your HR management system, could use a better way to manage employee files or need to increase efficiency in your on-boarding process, contact us today for a free demo.