How can paperless HR software solution make your organization better? Here are three quick ways we think saying “Goodbye” to paper will help you say “Hello” to the benefits of digital workforce management.
#1 Better Compliance with a Paperless HR Software Solution
This reason alone is a big one for most business owners. From the application process all the way through onboarding, workforce management, and termination, documentation is essential. With a paperless HR software solution, you can demonstrate that you have a standardized, non-discriminatory application process for all candidates under consideration for a given position (e.g., you run credit checks on all applicants rather than picking and choosing who gets extra scrutiny). Even better, you have an onboarding workflow that ensures all time-sensitive new hire paperwork is completed on-time without errors or omissions. That could save your company thousands of dollars in the event of an audit.
#2 Modern Security
Keeping paper files secure is a pain—especially when you consider that you may have to retain employee records for a long time (even after the employee no longer works for your organization). Rather than continuing to find more storage space on-site or off-site where paper records must be kept under lock and key, a digital solution from a trustworthy vendor will include a high level of security whether records are kept on your servers or in the cloud. Of course, you still have to follow best practices for setting up user passwords that can’t be guessed, making sure HR personnel don’t leave their terminal while logged in to the system, and choosing a solution that is kept up to date with the latest security upgrades and patches.
#3 Easy Review
With a paperless HR software solution, it’s much easier to find the records you need when you need them. That means you can run internal audits to ensure that all documents and forms are up to date. You’ll also have a simple way to gather and present records fast if you receive an inspection letter from ICE or the DOL. With paperless systems, you have a lot of data at your fingertips that you can also use to improve your processes for hiring and managing the workforce. From running reports on historical activity to modern analytics that let you track trends, HR has a lot to gain from taking paper out of the equation.
Of course, a paperless HR software solution also frees up a lot of time for important work like increasing employee engagement and boosting productivity. At Efficient Hire, we can help you go digital with fully integrated ATS and onboarding software. Let us know how we can give you a hand in ditching those old paper forms!