How Could Better Document Management For HR Benefit Your Organisation?

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Document Management For HR: Paperless Processes, GDPR Transparency & Improved Results

At DocTech we are aware that HR is one of the most document-intensive departments in a business. HR managers and staff are increasingly expected to be strategic and efficient, however, this is difficult to achieve with the volume of documents handled on a daily basis – this is further impacted by constant changes in workforce legislation.

HR Document Headaches:

  • Expectations of GDPR and the risk/cost of poor processes
  • Paper or digital files are accessible and are at risk of security breaches or unauthorised access
  • Costly time is being taken up by staff retrieving and sharing documentation in workplace and without any transparency
  • Poor/No disaster recovery plan in place. How would they access documents if off site?
  • Expensive office space is being used to store documents. When digital, clients are aware there is no visibility of which staff member accesses which documents, who can/cant amend it or who a document is with.
  • Need to offer remote workers access to the documents they require to carry out their work

The Benefits of DocuWare for HR:

  • Centralise paper documents and digital files into one pool to gain complete transparency and help to reach GDPR compliance
  • The ability to integrate with Client’s other applications
  • Initiate complex workflows for approvals and retention and deletion procedures
  • Remote access with bespoke User Permissions and visibility of document access/edits/deletions
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“York College, rated Outstanding by Ofsted in 2013, has been using DocuWare for over 8 years. During this time the use of DocuWare for document management and archiving has proven to be a huge success and benefit for the College. Integration with College MI systems has facilitated automation of processes as well as providing the College the means to drastically reduce the storage of paper documents and increasing efficiencies. The advice, support and guidance received from Doctech has been excellent, and has helped with the successful installation and use of DocuWare at York College.”
Azhar Iqbal, York College

Find out more about our success with York College in our case study here.

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Manage the Employee Lifecycle with Centralised Document Management for HR

Document Management for HR: The Benefits

DocTech’s solutions provide a secure document pool for all your HR documents. Our high quality scanners and document management software use the latest intuitive data capture technology, enabling your documents to be intelligently read and stored in a central place, accessible at any time from anywhere.

Our system enables you to associate documents with employees by name or staff number. Staff can easily access and share the latest information at a click of a mouse without having to leave their desks. As all documents are stored in a central document pool, they cannot be altered, lost or misplaced. Users have personalised access decided by the project manager.

Our solutions can be tailored to meet your requirements, with options to host the software on premise or in the cloud. Our systems seamlessly integrate with your current software applications and we strongly believe that the implementations that provide the best value are those with systems which are working together to improve processes and reduce cost. The reduction in unnecessary emails when users can view their own HR documents is huge!

DocTech’s solutions ensure strict confidentiality and version control, confirming that only those staff with authorisation can view documents. Our solutions enable robust data security and business continuity. By implementing an intelligent document management system, you can guarantee a Return on Investment (ROI) for your HR department and avoid any legal, monetary and reputational risks.

Compliance with GDPR

With the new EU regulation coming into force in May 2018, all UK businesses need to ensure that their business processes are up-to-date and legal in order to comply with GDPR.

A document management solution enables security for stronger data protection, process automation to ensure that Standard Operating Procedures (SOPs) are followed, audit ability to prove adherence to compliance regulations and workflow and document control to reduce compliance risk.

By automating (SOPs) through workflows and leveraging document permissions and security controls in a digital environment, you ensure workflows hold their defined paths and only the right people have access to secure documents.

A well-designed document management system will reduce errors and manual administration tasks in your HR department, freeing up valuable time so that staff can focus on business strategies and goals.

The benefits of a document management system in HR are:-

• Document security and legal compliance
• Improved staff confidence and job satisfaction
• Mobile access from any device
• Version control
• Reduced costs
• Increased productivity
• Robust indexing
• Quick deployment
• Eliminated manual tasks
• Easy to use and affordable
• Staff can view their own information reducing unnecessary enquiries regarding holidays etc

For further information about 3rd party integration in a Human Resources Department, please view our integrations page: Integrations.

Features & Benefits of DocuWare

From simple file management to full workflow solutions, document management software is the perfect solution for any organisation that faces an ongoing battle with storing documents and information.

Current DocuWare Users