HR Management Essentials: Tips for Controlling the Chaos Online
Tip #1: Use Technology to Your Advantage With Online Document Control.
Human Resource (HR) departments, in both large and small companies, often need to have important, confidential information available at a moment’s notice. Rulings such as the Sarbanes-Oxley Act of 2002 made it even more important to have an organized approach to managing business.
As a result, many companies are turning to convenient technology such as online document management and workflow automation to add structure and organization, saving HR departments’ time, money and resources.
Over the next week, DocuVantage will be posting a series on “HR Management Essentials: Tips for Controlling the Chaos Online.” Let’s begin by reviewing some of the responsibilities of an HR department and talk about "Tip #1: Use technology to your advantage with online document control."
With ever-changing government compliance regulations, HR departments are finding it necessary to implement new processes and procedures to comply. And with the amount of information under the responsibility of these departments, this is no small task.
On top of the basic employment forms that they manage, HR departments are also typically responsible for updating, tracking and reporting health and life insurance plans, claim forms, retirement planning options, personnel records, employment contracts, payroll, tax withholdings and performance reviews. In addition, it is not uncommon for HR departments to manage their company's new-hire recruiting process, requiring even more individual files and documents.
The amount of paperwork associated with maintaining the information for each area of Human Resources on a daily basis can be overwhelming and frustrating, especially if an organizational system is not in place.
Online document management and workflow automation can help reduce the struggle of managing paperwork altogether by utilizing an organized online database where documents may be uploaded with ease, routed automatically based upon a desired workflow and accessed from anywhere you can get an internet connection. It can be used to organize, simplify and optimize all of the duties and responsibilities of an HR Department.
And one of the greatest benefits of implementation is that you contribute to helping the environment by going paperless. To summarize, some of the other benefits of using this technology for human resources include:
- Enhanced Security.
- Remote Online Access.
- Simplified Document Search and Storage.
- Decrease in Printing and Administration Costs.
- Workflow Automation.
- Version Control for Editing.
- Renewal Alerts for Important Documents and Contracts.
- Secure Document Storage.
- Disaster Recovery Protection.
- Lower Cost Ability to Provide Information Necessary for an Audit.
There are many software applications available for purchase or licensing that can streamline your HR department. If your business is planning to upgrade to an automated and online document solution, remember to carefully consider the software and services available, and choose a company and product that can address your individual needs.
- How do they secure your information online?
- What is their guarantee for up-time?
- What type of technical support assistance do they provide?
- Is there a monthly subscription fee, or annual license?
Costs, payment plans and charges vary widely for the software, hardware and services, but with a Software-as-a-Service (SaaS) company the application and information is managed online.
Typically you will find a monthly subscription fee with an option for a short-term contract with a SaaS product. Many companies are even offering free or reduce priced trials, support and maintenance at no extra cost.
Do your research and learn how business process automation and online document management can make your HR department more efficient, effective and secure while saving time and money.
And be sure to subscribe to the DocuVantage RSS feed or check back in with http://info.docuvantage.com/blog later this week so you won't miss our next post on “Tip #2: Automate, Review and Collaborate on Resumes More Efficiently Online.” Future postings will also address time sheet and employee attendance management and organizing policies, procedures and standard HR forms.