Managing employee and company documents and keeping them updated is one of the HR departments’ top priority. However, this can become complicated and resource-intensive as the organization grows. With countless documents to keep track of, accessing documents quickly and staying on top of deadlines is not easy – this is where a document management system can help.
What is a document management system?
A document management system is a solution used to store, track and manage documents. It helps companies reduce paper while making it easier to store and search for documents quickly and securely.
Benefits of document management system for HR
Let’s take a look at some of the benefits that a document management system offers:
Reduce papers
One of the most significant advantages of a document management system is that it helps reduce or even eliminate papers. We live in a world where office real-estate prices are becoming increasingly expensive for small and enterprises to afford. Using a document management system means that you no longer need to utilize precious space for storing physical documents.
Makes finding documents easier
If your organization employs a large workforce, finding documents quickly and securely is critical for your HR. No one would want to forage through multiple drawers to find a document, especially when you are in a rush. A document management system enables HR to search and access documents effortlessly. Most document management systems also support in-document searching. In-document searching allows you to search the contents across multiple records using a keyword without reading through each of them.
Enhances security
Employe documents may contain confidential data regarding the employee – both personal and professional. Therefore, securely storing documents is of paramount importance to organizations. A document management software allows you to set up access rights for folders and documents, thereby restricting unauthorized access or updating documents.
Stay on top of deadlines
Managing document renewals can be difficult without the right tools to track document validity and renewal dates. A document management system helps you stay on top of document renewals via automated reminders before they are due. It also enables you to plan and schedule the renewal process not to miss another deadline.
Conclusion
As we have seen, a document management system offers unparalleled benefits for HR teams. It helps you save time spent on tracking and managing documents and thereby increase productivity. AeroHR offers an enterprise-grade document management system built specifically for HR teams to store, track, and manage employee documents.
