Human Resource departments deal with a lot of paperwork. Sometimes it can be hard to keep it all straight. To further complicate things, many HR departments still use a paper-based filing system to store employee information. Traditional manila folder / filing cabinet systems come with a lot of disadvantages. They make it tough to keep protected information separated, they're time consuming to sort through and it's nearly impossible to keep them organized. With the growing popularity of scan to cloud software, paperless employee files are becoming the norm. Now HR can consolidate employee information while maintaining compliance, have instant access to employee files and never worry about a misfiled (or misplaced!) documents ever again. Here's how...
What are paperless employee files and how do they work?
A paperless employee file is simply an electronic version of what you might find in your HR filing cabinet. Each employee has their own paperless file that contains all of their information. Each document within the file is indexed with metadata properties so they can be automatically filed in the correct location and then found instantly when you need them. Some paperless employee file systems can be set up to run in-house and some (like DynaFile) are hosted in the cloud. Cloud solutions allow you to access employee information securely from anywhere, making them the obvious choice for larger organizations trying to centralize HR.
Paperless employee files let HR consolidate with compliance.
HR departments using paper filing systems have to jump through a lot of hoops to maintain compliance. Protected information needs to be separated out and kept accessible only to certain employees. This used to result in multiple employee files for the same employee. Now with paperless employee files, you can consolidate employee information from disparate paper files, email messages and electronic documents without sacrificing compliance. Since all of your documents are indexed with metadata, you can control access to specific types of documents, even if they reside in the same folder. For example, managers can see employees' performance reviews, but not their benefits information.
Instantly access paperless employee files from the cloud.
Managing employee files in the cloud offers the most value to HR. Cloud providers store your paperless employee files on a secure server that your organization does not have to maintain. You simply pay a monthly subscription to use it. This allows HR secure, anytime access from anywhere in the world. Best of all, your employees can connect directly from their web browser. There's no bulky hardware to wrestle with or tricky software to install - just sign up and you're ready to go.
Paperless employee files start with paperless onboarding.
One of the biggest ways going paperless can help your HR department is through the onboarding process. Paperless onboarding can be used to deliver new hire packages to fresh employees electronically. Your new hires can review, complete and legally sign all forms and other onboarding documents online before they arrive for their first day of work. The best part is, once all of their onboarding paperwork is complete, a new paperless employee file is automatically created for them and all of their onboarding documents are auto-filed in the correct location.