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4 Reasons Your HR Staff Needs Enterprise Content Management

April 18, 2024 at 10:12 AM / by Ramsey Oklah (Al Zo' ubi)

Did you know that 7.5% of all documents get lost?

Human Resource departments run on data, which is driven by a mountain of external records and paperwork. When those records are unorganized or misfiled, data is at risk of being inaccurate or unavailable, making productivity grind to a halt.

Using outdated paper forms isn’t just a waste of resources; it’s putting your organization at risk of security breaches and non-compliance. In recent years, more workplaces have turned to enterprise content solutions to manage their massive amounts of records by digitally organizing and securing their assets.

ImageNet's Enterprise Content Management Solutions offer a scalable solution for small businesses and enterprises by digitizing documents and making them immediately available to the right employees through an adaptable, secure environment. We help businesses save money, boost productivity, digitize auditable accountability, and overcome the challenge of information access.

What is Electronic Content Management (ECM)?

Electronic Content Management, also known as Enterprise Content Services, is a solution for making digital documents, forms, and other content immediately available to necessary employees at all levels of the organization. This approach eliminates the need for HR staff to spend time looking for physical documents and ensures that the latest versions are always available and secure.


  1. Security

Human Resource Departments oversee documents that can put your business and employees’ personal information at risk if not stored and managed correctly. Something as innocuous as an open folder could put an employee’s personally identifiable information at risk of prying eyes. To mitigate this, HR staff must be vigilant and tightly control access to physical and unsecured digital records such as PDFs on a network drive. To this end, HR staff with excellent training and care are relegated to spending much of their time as file clerks. An organized content management system is a better barrier against security threats than any paper-based system. Proper security ensures that the correct individuals can access records on demand digitally, creating no physical or email-based trail that is out of compliance control. This creates an audit trail to guarantee accountability for any questions that arise about the handling of sensitive records. And we can never discount the security of redundancy. Automated backups can protect your company from human error and ensure your valuable documents are always supported, accessible, and recoverable.


  1. Process Automation

Beyond being inundated with a massive amount of data and records to manage on behalf of your organization and its population, the most critical aspect of HR within a company is the services it provides. A seamless onboarding and offboarding experience is crucial for new employees and your organization. Maintaining order, culture, safety, and success is essential so all employees feel accomplished and satisfied with their work. HR is a steward of the heart of every organization, its people! Facilitating this includes numerous processes and steps that can be exhaustive for the experienced and dizzying for the uninitiated. Business process automation through electronic forms and content management takes the guesswork and the busy work out of the process by handling the flow and guiding the staff involved. This allows their focus to be on decision-making and data gathering, not remembering what the next step is and what is needed.


  1. Compliance

Few departments within an organization understand and live with the critical nature of compliance more than HR. They not only scramble to find pertinent records when needed, but they also must demonstrate compliance in the event of any form of audit.

Failing to comply with employment laws, rules, and regulations can result in significant legal liabilities for your business. HR departments must keep a wide range of documentation to stay compliant, including licenses, permits, and employee personal identification documents, to name a few. Digital control and adherence to compliance and retention requirements can take up significant time from HR’s schedule. Utilizing ECM helps your HR department store and effectively manage these important files.


  1. Reduced Costs

Paper waste is one of the most persistent and preventable costs in modern offices. Relying on paper keeps businesses anchored to slower processes, inflexible operations, and expensive legacy systems. If it takes each employee an average of 15 minutes to retrieve a document from its place in a filing cabinet, multiply your average hourly wage by four and then multiply it by the number of documents your employees retrieve daily to see how much time your filing system costs you.

Paper waste is an easily quantifiable hard cost that you can use as a simple starting point when examining any transformational ROI. Still, the reality is that far more is saved in soft costs around labor. Process automation can reduce workload by as much as 60% in typical office environments, meaning staff output of their primary job functions can double over the first year after a transformational process. This is where you’ll want to engage an analyst to work with your team to evaluate your strategies and the potential impact that can be realized.

Ready to create a digital system that offers secure, easy access to the information your HR department needs? Talk to one of our Enterprise Content Management specialists today to find the best-fit solution for you.

Topics: Document Management , Security , Enterprise Content Management

Written by Ramsey Oklah (Al Zo' ubi)

Ramsey Oklah is ImageNet Consulting's Director of Enterprise Content Management

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