It’s 2019, and we are almost one-fifth of our way through the 21st century. It is hard to imagine, but there are still a lot of paper files hanging out in Human Resources. If you are one of the paperless procrastinators, here are five resolutions for 2019 that will set your HR department on a digital foot-forward for the New Year.
Paperless HR 2019 Resolutions
No. 1: Get rid of the filing cabinets
If anything makes your HR department appear out of date, it is those timeworn filing cabinets. This old-school method of keeping HR files was all the craze when filing cabinets were first invented back in 1886. Now, there are far easier, faster, and more secure ways to file your HR records using a paperless HR document management system.
Top reasons to get rid of HR filing cabinets in 2019:
- It takes too long to put files away, and even longer to find them again later.
- Filing cabinets don’t have a search button.
- Filing cabinets can’t tell you who has been inside.
- It’s horribly difficult to cross-reference paper files.
- Filing cabinets won’t remind you when it’s time to get rid of files, or when they need to be archived.
- Filing cabinets take up too much space.
No. 2: Stop using paper forms
Of the many paper files in the HR department, a good number begin their life as a paper form. Change of status forms, onboarding and new hire firms, time-off requests… the list goes on. Unless you are someone who celebrates filling out and filing forms, it’s time to ditch the paper with electronic forms technology.
Top reasons start using eForms in 2019
- Paper forms need to be manually filed and routed, slowing down the process.
- Paper forms are more easily lost, and can get misplaced or forgotten.
- Data on paper forms must be manually keyed into systems, taking even more time and adding to the possibility of errors.
- It’s difficult to track paper forms, and practically impossible to know at which step a form might be in its processing.
No. 3: Keep HR records secure (no, keep them really secure!)
Security for HR records extend well beyond a simple key protecting against unauthorized access. For instance, a filing cabinet cannot tell you who has been inside or who has looked at file. Modern best-practices for HR file security include recording who did what, and when they did it. Not to mention securing records against other dangers, like fires or hurricanes. A digitally-secure HR filing system is just the ticket.
Top reasons to modernize HR file security in 2019
- You’ll have an audit log of every activity that occurs.
- HR files are digitally protected against unauthorized access or malicious activity.
- Disaster recovery is easier with the ability to restore and recover with digital back-ups.
No. 4: Watch the weight of regulations
HR records retention requirements are becoming increasingly complex, making it a good idea to pay more attention to the weight of regulations when it comes to HR records policies. There are many variables, and it’s difficult to keep track of what must happen, and when. Proper classification of HR records is essential to maintain compliance. SHRM is a good resource for what to do, and EEOC has their requirements, but no matter how good your intentions, an electronic system of record keeping will assist with reminders and alerts to make sure policies are properly carried out.
Top reasons to apply digital records policies in 2019
- Receive alerts and notifications when HR files need to be reviewed or actions are required.
- Builds an audit trail showing that records are stored, maintained, and disposed of according to HR records policies.
- Digitally assigns records policies to HR files when they are created, imported, or moved.
- Easily apply legal holds with ability to search files and deliver them electronically if necessary.
No. 5: Centralize and Synchronize files with HR systems
HR systems for payroll and HCM or HRIS have streamlined operations in the Human Resources department and made management of data more efficient. But it’s often difficult to connect supporting documentation and files. Digitizing and centralizing documents (including emails) in a system that connects with HR systems allows you to synchronize data, connect records, and maintain consistency. For example, when an employee change occurs in one system, that change can be reflected automatically across supporting documents with updates to metadata, file-naming, and security. This eliminates much of the drudgery of updating documents with every change that occurs.
Top reasons to centralize HR files in 2019
- HR files are aggregated and organized into a single location.
- Folder structures, security, templates, and workflow processes can be triggered based on changes in HCM/HRIS systems.
- Data is harmonized between systems, eliminating confusion and duplication.
- Document filing for onboarding, status changes, and separation is automated.
Join us for an informative 30-minute webinar on five paperless resolutions for 2019 that will set your HR department on a digital foot-forward for the New Year.
- Thursday, January 24
- 10 am Pacific / 1 pm Eastern
- 30 minutes, with Q&A