Document management software can help HR departments tackle concerns

Document management software can help HR departments tackle concerns

Human resources departments are under more strain than they have been at any time in the past, especially as new technologies force HR teams to manage rapidly growing amounts of information. 

According to a recent study by SHL, HR professionals are feeling overwhelmed by the amount of data they have to manage on a daily basis, which is expected to double in a little more than three years. With social media, mobile applications and many other innovations on the rise in the workplace, human resources teams have a stiff challenge ahead of them - particularly if they don't leverage the right technology going forward.

"They do not yet have the systems and tools required to identify people intelligence, create metrics, and link HR data sources together," said Ken Lahti, vice president of product development and innovation at SHL.

Sandy Moore, president and CFO of Sauder Custom Fabrication, said she had similar problems with regard to data management after she took over much of her company's IT, administration, finance and HR responsibilities.

"The last thing I had time for was filing," Moore said about Sauder's old software. "Finding documentation was just an impossibility."

Paperless systems provide HR relief
Moore said that her company had previously been using a 35-year-old technology system, making document management an extremely difficult task. In 2009, Sauder implemented a combination of PaperSave software and Microsoft Dynamics GP and CRM.

Within a month, Moore said, all of the firm's medical and HR data had been transitioned to the electronic workflow. 

Implementing paperless document management, such as that offered by PaperSave, is typically easier than the processes required for older technology. What, then, are key considerations decision-makers should account for before overhauling their existing systems?

In a recent interview with Finance & Commerce, RBA Consulting HR manager Mike Fitzgibbons suggested that the timing of deployment is an extremely important factor.

"When a company is smaller, it's easier to keep a pulse and perspectives on changing aspects of the working environment," he told the news source. "But as you grow it becomes harder to see everyone on a daily basis."

As Fitzgibbons noted, HR management systems have the potential to deliver a significant return on investment - and the advantages would likely extend far beyond just productivity and convenience.

Moore said that paperless document management has worked wonders for Sauder's ability to meet audit demands. For organizations in industries that have to meet compliance regulations, such as healthcare agencies, this could prove to be an irreplaceable benefit.