Human Resources Document Management

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This White Paper explores ways to free Human Resources (HR) to achieve its strategic mission: to make businesses more competitive. It will look at off-loading the timeconsuming management of employee records, achieving a more rapid response to complex audit and discovery requests, and mitigating risk in protecting some of an organisation’s most sensitive private information.

THE ROLE OF HR IN BUILDING COMPETITIVE ORGANISATIONS

CEOs, and even Boards, are increasingly expecting HR to be strategic.1 Yet, today “many HR professionals are forced to spend much of their time on administrative tasks, rather than strategic HR initiatives.”2

HR is one of the most document-intensive areas in an organisation. Managers have to deal not only with the costs (time spent by staff in document management as well as real estate expenses tied to document storage), but also risks associated with protecting a high volume of sensitive information.

One has only to look at the varied types of documents involved in HR management to get a feel for these challenges (Table 1). The average file contains 29 pages of paper3—everything from job applications and offer letters to benefit plans and performance reviews.

When organisations make improvements, with any challenge of this magnitude, there is a correspondingly large payoff. In addition to cost savings, reducing the administrative burden on HR opens up opportunities for the business as a whole: “Research shows that businesses that have HR involved in strategy have twice the growth as businesses that do not. In order to fulfill this strategic role and help build a competitive business, HR needs to be flexible, agile and extremely up-to-date on their human capital information.”4