Essential Tips for Planning an HR Document Management System

Running HR is all about acquiring journaling and protecting employee records to have all the necessary details of those working there. It may seem like a tedious job, and to be fair, it can be such at times, but it has gotten much more manageable over time, thanks to the advanced HR document management systems.

As with all corporate departments, advancements in information technology have given the world of
HR much more efficient and time-saving working apparatuses, like an electronic document management system (EDMS). Typically HR document management systems are designed according to every corporation’s own functioning needs and working style. However, some aspects of planning and developing such a documentation mechanism are addressed the same way across the board. Knowing them can immensely help the design team layout an effective and federally compliant HR document management software.

If you want to know those key elements to make your human resource operations seamless and streamlined, here is a quick rundown for you.


Having a formal HR document management system isn’t just an individual matter that every corporation has to deal with on its own. The federal government mandates employers to keep a secure, easily accessible record of their employees. On top of that, some states may have exclusive standards applicable to their jurisdiction. So, when establishing a mechanism to run HR smoothly, be sure to keep the local and national policies in mind, such as the employee rights act.

When discussing federal policy compliance, it is essential to know that a corporate institution has to draw up employee contracts (another job that the HR people do) according to the government’s law/bill. For example, the Family and Medical Leave Act allows certain employees to take 12 weeks of unpaid leaves in a year without losing their jobs. Moreover, when an employee goes on unpaid leave, they are entitled to use their health benefits. All such legalities need to be accounted for when drafting contracts.

Legal Accountability

Corporate firms are bound by law to share employee records with relevant authorities in case of an investigation, audit, or inquiry. This is another important pointer to consider when storing employee records because you want to have all essential personal documents that might be pertinent to an investigation.

Aside from that, the HR division has to keep performance-related records in the proper sequence, so that should a worker submits a harassment complaint or files a discriminatory charge, their credibility can be checked through annual reports. Doing all that becomes a lot easier and faster with advanced HR document management software.

Prompt Retrieval

The HR team at a firm needs to be on its toes all the time because you never know why you might have to present an old document from the archives. There could be a million reasons why such a scenario would occur; a worker could lodge a complaint, the Equal Employee Opportunity Commission (EEOC) could start an inquiry, etc.

Whatever may be the cause for the sudden demand to submit a record, the HR folks have to comply. This is why having a straightforward HR document scanning solution is advisable, as it will allow you to go through the employee files and retrieve a document on demand.

Easy Backup

If an HR management system is well-built, it will have the provision for easy backup so that in case a file is lost; the entire company doesn’t spiral into a frenzy. Therefore, having an efficient documentation mechanism in place is essential if you wish to have top-notch administrative efficiency in the organization.

Safety and Privacy

While corporations are answerable to federal and state-level authorities when it comes to providing employee information, they should have an impenetrable archiving system so that only authorized personnel can access records. Employers are legally bound to maintain confidentiality and not leak sensitive employee data. Besides, sharing employee details is also out of the bounds of ethics.

Long story short, ensuring that your HR working mechanism is foolproof and unbreachable is of the utmost significance when running a corporation.

Swift Data Flow

Any division in a firm can need access to corporate documents, be it employee records or company policies. Maintaining the flow of data between teams depends on HR document scanning services. This means if any part of an organization wants to go through a file, it should be able to do so easily, and that’s only possible if you have a fast HR document scanning solution in place.

If you want to keep your company’s inner workings as seamless as possible, you should invest in top-grade HR document scanning services. And lucky for you, this job can be outsourced! That’s right! You can hire experts to organize your company forms and docs, enabling you to focus on only the critical issues of your organization. Want to know more about it? Reach out to us at Smooth Solutions, and let us take care of all your archiving troubles.

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