Seven Key Steps to Create a Paperless HR Department

(800) 670 2809

Seven Key Steps to Create a Paperless HR Department

(800) 670 2809

The human resource (HR) department in any organization has to deal with large volume of documents on a daily basis including on-boarding forms, insurance forms, tax forms, resumes/applications, interview records and more.

Transitioning from physical documents to electronic document management systems helps to save time and money for your business. A professional document scanning company can help scan the documents and convert them into the required format.

(800) 670 2809

Electronic Document Management System – Benefits Automate and streamline data collection from prospective job applicants New employees can review the required documents and complete forms electronically at their own time and pace Employees can update and sync their personal information from their own devices, which reduces the need for filling out change request paperwork Employees can sign contracts and other mandatory documents through electronic signature Allows payroll administration to become more cost-effective, time-saving, compliancy-guaranteed and secure

(800) 670 2809

Seven Steps to Switch Easily to an Electronic Document Management System Initiate the transition to digital option HR department manager should take the initiative, step up, and lead the way to become paperless Set up goals in such a way that everyone in the HR department is encouraged to transition Setting up some kind of reward initiative may encourage all HR employees to participate in the efforts

(800) 670 2809

Ensure Everyone in the Department is on Board To get the entire department on board – Make the team understand how going paperless will save time and effort and make jobs easier Make the employees aware that they can get easy, instant access to their personal information Going paperless will help you become more compliant, as this software includes security measures and other features that ensure protection of vital information Electronic document management can eliminate potential issues in existing paperless processes

(800) 670 2809

Document Organization Organize the documents before scanning them.

HR documents can be organized in any certain order and make each employee responsible for a designated segment of files Dispose outdated documents. Choose an expiration date or expiration condition for documents Keep track of the employees on a regular basis, which helps to address any issues that may occur

(800) 670 2809

Choose the Right Software Choose the right document management system Research and compare your software options before making a decision Make a list of the things you need in your software as well as the things that are not that necessary Consult with the finance department and business executives to figure out budget for the new software Find software within your budget that meets all of your needs Get as many demonstrations and trials as you can, to check how the software functions

(800) 670 2809

Scan and File Documents Electronically Train your employees in using the software and start scanning and filing the documents electronically Scanning one employee’s documents at a time and breaking it into sections makes it easier to manage For each file you scan, create a folder in your system Choose a template for naming documents as well as a standard file structure Before destroying physical copies, ensure all documents are properly uploaded

(800) 670 2809

Inform all the Company Staf Let the whole company know about the transition.

Send out an email addressing any concerns regarding security, and benefits of this switch Ensure every staff member is familiar with the version of electronic sharing you choose Also introduce electronic signatures to the employees

(800) 670 2809

Enjoy the Benefits By going paperless, enjoy benefits such as

Save money and employees’ time Easy recovery from disaster Prevents waste in outdated forms Avoid documents being lost or misplaced Protect the environment

(800) 670 2809

Contact Us Headquarters: 8596 E. 101st Street, Suite H Tulsa, OK 74133 (800) 670 2809 info@managedoutsource.com

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