Characteristics to Look For in an Electronic Document Management System for HR

Human Resource Department in every organization always has a mountain of paperwork to manage. Mistakes or Data Loss can lead to severe problems for a business as a whole. The question is, are you keeping your documents safe with a document management system? Here at Enadoc, we are going to guide you through this.

Making room for an HR document repository is crucial for an organization. It means that the best HR Document Management Software should be applied to ensure that record-keeping is done in an effective manner. When the process is fully automated, the department can cut down unwanted expenses, minimize time waste, and improve the overall operation handling the organization its desired results.  

A robust Electronic Document Management System for HR, through its core functionalities, could help streamline the entire record-keeping process. Below are some of the best characteristics to look for in finding the best HR Document Management Software tailored to the needs of the organization: 

Security 

An HR software with a well-organized document management tool leads to enhanced performance and decision-making throughout the whole area of the business. Information stored by HR Departments are incredibly confidential, so security is critical. 

A Document Management System enables users to set different levels of protection, and you can allow access but restrict certain functions like editing or printing. A good document management system will administer the necessary security for digital files, control access at certain levels, and keeping track of the recent activities that can be reviewed.  

Integration 

Automated integration to an employee record system will ensure that your document management tool has the same information that might be in your Human Capital Management System. Such collaboration shows the capacity of the system to be flexible and adapt to different types of potential integration. 

A strong level of integration into a system will help the organization save time and money. It will help ease the transition from the current system to a document management tool. 

Powerful Search Capabilities 

Digitizing documents is useless if the process made it harder for you to retrieve documents. As a Document Management System should do—its goal is to decrease the time allotted to retrieve records and information.    

A Document Management System utilizes a powerful search function that can retrieve the documents you are looking for within seconds. It is equipped with different search functionalities giving users different options on the type of search they are conducting or on how they want to retrieve their documents.  

Scalability 

In choosing a Document Management System, you should opt for something that is capable of adapting to the changing needs of the business as it continues to expand. It should be able to get accustomed to your requirements and changing needs to continue adding value to your business.

In addition to the 4 characteristics stated, Document Management System also enables you to comply with the Government Policy of Document Retention. Are your documents stored based on the standards set by the Government? It can be a real headache when we talk about complying with Government mandated policies for HR Professionals.  

However, complying with these rules and regulations is not as complex as others think when you have a document management system in place. Through this system, you can efficiently track all the changes made to a document and the solution protects sensitive information keeping you compliant with the security rules.  

Through the integration of workflows and leveraging document permission in a digital platform, you ensure that processes hold their defined paths and that only the right people have access to these types of delicate data. 

Want to learn more about Document Management Systems? Contact us today!