51 minutes. That is the amount of time, on average that a typical employee spends every day looking for paper documents, files, and emails. Over four hours a week, or over 10% of the typical workweek is lost looking for documents. Think of the more business-critical things you and your team could accomplish with that time! Not to mention that the likelihood of you being in compliance with ever changing state and federal regulations is not very high.
It gets worse. That stat above is for the average worker; for HR Professionals it is probably more. Human Resource documents aren’t static – people come and go and change departments, increase seniority, move to different regions. It’s just the reality. With all those people and those changes comes files associated with the employee. It’s a lot to manage.
Even if you work for a progressive company and you have already digitized most of your paper files, it might still be next to impossible to get a complete, single view of an employee. Most HR departments have several systems that they keep their files in, whether the HRIS is your the system of record, Talent Management, Onboarding, and possibly Review and Succession planning. These various HR technologies all serve a purpose but they have created information silos for your organization. You need to access each system and remember how each one works. The same documents or information might exist in more than one system, but they may be different versions or inconsistent. It is as if you are on a scavenger hunt to gather up a comprehensive view.
The answer? Digital HR Document Management. An HR document management system should be able to reference information that is managed in the other systems. It can also serve as the monitor to ensure compliance. For example, if one system tells you that an individual is a commercial driver, but your commercial drivers license system doesn’t show them as having a commercial license, the HR document management systems should identify the problem and trigger a workflow to get it corrected. An HR document management system can constantly scan through all employee files, testing for completeness and look for documents that may be incomplete and need to be updated. Now that’s compliance.
For nearly twenty years, Archive Systems has been delivering robust HR Document Management Solutions for our customers. Our FileBRIDGE™ for HR uniquely meets all of the challenges we just covered, but it also goes way beyond to deliver a comprehensive, real-world solution that embodies all of our years of experience and customer input.