Escape the HR Paperwork Mine with DMS Automation
Picture 700 workers descending 230 feet underground everyday into a limestone Pennsylvania mine, to process 10,000 paper retirement applications each month and then storing them in manila envelopes and cardboard boxes. This surreal scenario has changed very little since 1970. Ironically, the speed of processing retirement applications is subject to the reliability of the mine-shaft elevator, which occasionally breaks down, halting retirements.
Although this setup appears a bit outlandish, inefficiencies exist in HR departments regardless of size, and across various sectors that still rely on paper-based systems or inefficient digital processes, like email.
The Cost of Inefficiency in HR
Inefficient workflows can slow down HR departments and make work harder for employees. Many organizations still use a mix of paper-based and decentralized digital systems that make finding documents difficult and time-consuming. In fact, 60% of companies say their employees struggle to find the documents they need, leading to frustration and lower productivity.
These manual systems also increase the chance of human errors. When HR staff manually enter or transfer employee data, they can make mistakes that cause delays and costly issues. One study found that HR teams spend 71% of their time on tasks like service delivery, record keeping, compliance, and internal management. This leaves little time for strategic activities that could benefit the organization.
Another big problem is the risk of security breaches and compliance issues. Paper documents and poorly managed digital files can be lost, damaged, or accessed by unauthorized individuals. This not only threatens employee privacy but also puts the company at risk of breaking compliance laws. According to research, 21% of productivity losses are linked to document security concerns. Improving document management can protect sensitive information and help companies stay compliant, ultimately saving time and money.
Enhancing HR Efficiencies through Automation
Most Human Resource departments begin their digital transformation by implementing a Human Resources Information Systems (HRIS). Approximately 73% of US companies use one in their organization.
HRIS are often built with administrators in mind, focusing on tasks like payroll processing, compliance reporting, and people data storage. However, they are notoriously bad at managing documents, resulting in a subpar user experience.
Leading HR Document Management Systems complement HRIS enabling human resource departments to securely access data, offer employee self-service solutions, and meet compliance requirements.
Intelligent HR DMS systems such as Revver provide an additional layer of automation, document centralization and sharing as well as granular security by using smart workflows, AI-enabled data extraction, powerful search capabilities, and robust access controls. This helps HR departments easily automate their heavy document-related processes while ensuring that only authorized individuals have access to relevant information.
Key benefits of HR DMS automation:
No matter how large or small your company is, proper management of employee information is critical. Revver helps HR professionals and managers across many industries secure and centralize their information and bring order to their documents with HR workflow automation.
Automated Onboarding and Employee Management
Onboarding new employees is a document and signature heavy process. We make it easy to gather the necessary information with automated onboarding, so you can focus on providing an exceptional hiring experience.
Revver automates the onboarding process from capturing information about new employees, gathering required documents, new employee signatures, and appropriate manager and HR approvals – ensuring a secure, efficient, and consistent process.
Revver’s folder templates are invaluable, and to be used as a best practice. They provide consistent and clean organization of employee files, and save time and money in onboarding and updating employee files.
A Comprehensive Answer to Employee Documentation
Revver solves multiple use cases by creating a central repository for all employee and company documents, facilitating easy but secure sharing of company documents, and securing sensitive employee information.
Centralized Repository and Easy Document Discovery
Revver creates a central secure location where you can store and access benefits, policy, and company information, creating a portal where any employee can find the information they need. You can also take advantage of robust search capabilities to easily find what you’re looking for, including advanced search, saved and shared searches, and a missing item search.
Secure Information Sharing
Don’t rely on email or other unsecured methods for distributing sensitive employee information. Revver makes it safe and fast to send information where it needs to be. Revver also provides granular controls around permissions with easy ways to apply them by location, role, and group to make sure each employee can access everything they need and nothing they shouldn’t.
Compliance with Company Policies and External Regulations
Each company and industry can have its own policies and regulations it needs to comply with around the treatment of employees and other documentation. Revver’s easy to apply governance and retention policies ensure that documents are appropriately retained, protected, or purged when they need to be. Revver also captures a comprehensive audit log for all files in an employee’s personal record, allowing thorough tracking and accountability in employee data management.
Automated Certifications and Other Processes
Learning and performance management is critical for any employee. With Revver, you can automate the process for regular certifications and approvals to ensure every employee is up to date, which is especially important when there are policies or regulations governing employee certifications. You can also see if certifications are up to date and build reports for tracking certificate updates.
Why Now? The Urgency of Digital Transformation in HR
The rise of remote and hybrid work has made it necessary to implement efficient and secure HR document management solutions. This shift is evident from several key statistics and industry trends, which show remote and hybrid work models have seen significant growth in recent years. As of 2023, 28% of employees worldwide were working remotely, up from 20% in 2020. Additionally, 64% of leaders report that their companies are using a hybrid model, with 75% expecting changes to their work models in the next two years.
In order to meet compliance and security demands, regulatory requirements for employee data security are becoming more stringent, requiring automation as a critical investment for organizations. This trend is apparent from major developments in data protection legislation and their implications for employers. Intelligent document management systems play a vital role in protecting against data breaches, which is essential for complying with data protection laws. As employee data protection regulations become more complex, automation is no longer just advantageous, it is essential for maintaining compliance, minimizing risks, and effectively safeguarding employee data.
Organizations leveraging Revver’s automated HR document management solutions achieve measurable efficiencies that directly translate to time and cost savings, while enhancing employee experiences. Revver’s automation eliminates manual tasks that traditionally consume HR resources. Processes like document routing, approvals, and eSignatures are fully automated, freeing HR teams from repetitive tasks. Revver extracts key information from documents using templates, reducing manual data entry and minimizing errors. Automated retention policies and audit trails simplify compliance and reduce manual oversight.
Revver’s streamlined processes contribute to overall organizational success, while providing an enhanced employee experience through clear and consistent communication, faster onboarding and efficient document management, while minimizing administrative burdens. One study showed that HR staff spent 71% of their time on service delivery, record keeping, compliance, and internal management.
By investing in efficient HR solutions such as document management automation, companies can foster a more engaged workforce while allowing their HR teams to focus on strategic goals that drive overall business success.
Learn which 7 Factors to Consider Before Choosing a DMS For Your Business
References:
https://formtek.com/blog/the-hidden-costs-of-inefficient-document-management/
https://archieapp.co/blog/hybrid-workplace-stats/
https://www.statista.com/topics/6565/work-from-home-and-remote-work/
