Why you need an EDMS in HR

Get an EDMS in HR (electronic document management system, but that’s a mouthful) and things just get easier. 

New joiners start smoothly, self-service is a breeze and you can see where all those calls are coming from. HR teams deal with sensitive data in a busy, process-heavy environment. So they need systems to be secure, automated and able to flag issues ahead of a crisis. That’s why document management systems with workflow work best.

What does an EDMS in HR do?

An EDMS helps HR in the same way as other services. For a start, there’s cutting out paper. It’s insecure, costly to store and a pain to retrieve. Then there’s the file structure, workflow and automation. These offer less obvious benefits than a tidy desk, but for HR teams they have a huge impact.

Take compliance. Freedom of Information and GDPR can be a nightmare when separate teams use loads of different systems. If you can’t see all your records at a glance, how can you produce or delete them efficiently and in line with the regulations? Only with good document management.

Helping HR work smarter

Here’s some common HR processes an EDMS can transform:

• Onboarding.  You’ve got signed documents to keep, training to schedule, bank details to collect. Some things (like DBS checks) will also need renewing. Storing it is easy, but is it all secure? Accessible to the right people in one place? Connected to forms and able to launch tasks automatically? The right file set up will pay dividends.

• Requests. Eye tests, IT kit, ‘acting up’ payments…it’s a high-volume list that’s better managed online. Even if you use forms already, the right EDMS will offer deep integration so they come pre-populated and trigger actions when they’re used. No more re-keying, version issues or manual uploads.

• Contact management. Forms can’t do it all. You’ll still get called for advice and guidance. A good EDMS will have a call-logging system that tracks volume, type and time taken to close. It helps you capture the right information, keep case records in good shape and head off minor issues before they get serious.

• Reporting. From ‘where are we on X?’ to trends over time, an EDMS structures your data so you can answer it all. From identifying training needs to spotting a spike in long-term sick cases, it’s all there at the touch of a button. 

An EDMS in HR saves time and money

The right EDMS can deliver significant savings in HR, both in time and cash. By cutting out print costs and paper processes, Sandwell MBC is on track to save more than £100,000 a year. Their data flows automatically between their different HR systems (making onboarding a breeze) and they’re using 40 integrated self-service forms.

And that was before the pandemic made homeworkers of us all. One thing we forgot to mention about a good EDMS; it makes all your systems work wherever you do. Users can do the same tasks at home as they can in the office.

The jury is out on whether everyone’s coming back, but whatever happens, they’ll always have the information they need.