Human Resources (HR) departments have traditionally been built on documents – documents that are often shared, managed, and stored differently across the organization. Some documents are printed and filed, some distributed by fax machines and archived in physical binders, and some become electronic copies included as e-mail attachments, saved on network file shares or on personal desktops.
For the lifecycle of just one employee, there can be more than 40 different types of documents that must be managed, secured, re-used and ultimately archived. And each one is like to be both important and highly confidential.
How do you ensure that personnel documents are managed in a secure and compliant way, but also easily and securely accessible.?
A recent report by Madison Logic shows that retention management, compliance, security and accessibility are the most important areas to address when becoming a modern, information-centric HR department.
A comprehensive content services strategy is a core element when delivering a modern and effective HR function, and driving value from the wealth of personnel information and data available to an organization.
To stay compliant, and avoid legal and regulatory issues, HR departments must properly and consistently manage, store and retain employee records in line with local and international regulation. For organizations to stay compliant, stay legal and stay effective, they must:
- Understand what documents need to keep – and for how long
- Who should have access to this information, and what value can be derived from the data
- Where are the documents – either in physical or digital form – and how are they protected and secured
Each organization and each HR department will have different requirements, and understanding these issues will determine what processes and which solutions are required to meet the changing requirements and regulations.
HR function must evolve along with other back-office functions to ensure businesses can deliver on the customer expectations created by the digitization of initial customer experiences.
- HR processes are predominantly document workflows, which are commonly managed over email.
- Document workflow tools can be quickly applied within the HR function to liberate staff from inefficient processes and help them collaborate internally and externally.
- Empowering HR teams with the appropriate tools will help them escape vicious cycles and ultimately become a business-focused function.
Download the Topline Brief from IDC and learn how HR organizations are taking on a strategic role to deliver competitive advantage and become an equal partner in business decision making.
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