The digitization of business affects all areas of business, including those related to employee matters. HR departments are increasingly willing to store employee documentation in electronic form instead of paper and are introducing e-personal files. Remote work, accelerated and forced by the reality of the pandemic, has shown how helpful such solutions are.
An electronic personal file also means greater document security, better protection against destruction, loss or data leakage.
HR Departments in the Era of Remote Work
HR departments, like many other departments, have been directed to remote work in recent years. However, remote work did not mean a complete freeze on activities related to the daily handling of employee matters. After all, employees still submit leave applications, need various types of certificates, their contracts are extended, annexes are issued, etc. The HR department must therefore act without delay, carrying out individual administrative processes.
But how can this be done if the entire archive remains at the company’s headquarters? After all, it is impossible to transfer all employee documentation home. We do not have personal files, binders and records at home, but we have electronic Official Personnel Folder (eOPF), which replace paper versions of employee documents.
The Advantages of Digitization in HR
Storing, sending, and even signing documents electronically brings a lot of benefits to a company. The advantages of digitalize formalities can be seen both in the case of exchanging documents among employees and delivering them to contractors or clients.
The advantages of electronic document circulation in a company are really many; so we will list the most important ones.
Faster and Cheaper HR Processes
Digitization in the management of employee documentation allows the HR department to be relieved of tedious and time-consuming activities. One of the basic obligations of the employer is to maintain documentation in matters related to the employment relationship, including employee personal files, as well as to store these documents in conditions that do not pose a risk of damage or destruction. Support in this area can be provided by an electronic personal file, which allows you to create and store their digital copies, as well as search the electronic version of the archive.
Adaptation to Changing Legal Regulations
The reason why it is worth considering switching to digital document circulation in the company is the announced change in legal regulations. In this case, the employer will be able to conclude and terminate the contract via e-mail, and leave applications, tax returns or pay slips will gain a new, digital dimension.
Short Time and Low Cost of Implementation
It might seem that implementing file digitization solutions that support the work of the HR department, reduce costs and finally simplify work, goes hand in hand with million-dollar budgets. Nothing could be further from the truth. Implementing file digitization and other IT solution that supplements the system with some practical tools and products does not require significant time and high costs.
Streamlining and Simplifying HR Processes
The electronic personal file is not the only area that significantly simplifies work. As a result, the number of inquiries to the HR department is limited, because the employee is able to check and verify most of the information themselves. This significantly streamlines and simplifies work.
Electronic Employee Document Circulation in the Company
By switching to electronic employee files, your company can gain a lot. As you can easily guess from the benefits described above, electronic files guarantee a high level of convenience and significantly improve key HR processes in the organization.
The entire implementation process in your company can be quick and smooth. The key to success is choosing the right software provider. The more experience they have and the richer their offer, the better the electronic documentation service will be tailored to the needs of the organization.
Tool Selection
The second milestone is the selection of an appropriate tool – software that will allow for maintaining employee documentation in electronic PDF form, as well as for signing it in electronic form.
Thanks to SwifDoo PDF, a comprehensive tool that meets the requirements of most PDF-related requirements, you can convert your PDF files to other formats such as PDF to DWG, including in terms of extensible functionality such as Document Translation or AI. As a result, all processes in which employee documentation is used run more efficiently and cheaply. And the HR department would maintain employee documentation in a manner consistent. If you are a fan a pro PDF program, you can just grab a SwifDoo PDF pro with the ongoing SwifDoo Halloween Sale.
To Review
The ongoing digital transformation is forcing HR departments to change their current way of working. They are responsible for moving certain HR processes to a higher level – to the digital reality.
As a result, it is often the HR department that becomes the engine of change and the leader that leads the entire company towards digitization.