Digital filing system. Office automation. Cloud-based administration process. Although the terms sound rather technical, the objective is quite simple: an updated, ultra-efficient, paperless business. There are various ways to go about it, but before you can put paper behind you, you need to know if it’s a good idea for your business. Here are the key questions to ask yourself:
This is a matter of volume. If you’re feeling overwhelmed by a seemingly endless flow of paper, it’s time to look for options. It’s one thing to manage paper if you’re a start-up business of one or two partners but quite another if you’re a growing business with a full staff.
Retaining documents in the cloud offers a higher level of security than physical files stashed in a cabinet or office, where they’re vulnerable to prying eyes, hands, fire, flooding and natural disasters. Important data is encrypted, password-protected and shielded from internal and external threats. After you’ve answered the above questions, the decision may be clear. Digitizing your employee’s personnel records can address your biggest paperwork concerns, while providing a slew of additional advantages:
But if digitizing all your files feels like too much too soon, you may want to ease into it. You can enhance workplace efficiencies with a document- management system that addresses the following:
It’s a smart business practice, too, to include a records policy in your employee handbook. A thorough policy should explain the types of records maintained in personnel files, the retention timeframes to satisfy federal requirements, and how records are stored to protect sensitive or confidential information.
When you’re ready to take it to the next level and move your recordkeeping online, we can help. Start with our FREE Employee Records Smart App, which lets you consolidate employee information at your own pace, for immediate use with your current business practices. Then, as you get more comfortable with the process, you can go digital with other HR and employee-management tasks, such as tracking employee attendance, hiring new employees and disciplining current employees. Your Employee Records app provides a seamless link that lets you connect to other HRdirect Smart Apps as your needs grow. Still not certain if HR software is right for you? Check out this quick quiz to help you decide.
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