Tags: PII, Personally Identifiable Information, HR Department, Human Resources, Digitization, Records Management, Compliance, Digital Transformation, Document Management System Philippines

Document Management for Human Resource Teams

In this modern day and age, human resources have been considered as the lifeblood of any organization. HR professionals allocate much of their time performing administrative tasks; time that can be used to engage in strategic initiatives to revolutionize the human resource experience for their workers. HR roles can be very demanding and document-intensive. With the amount of sensitive information that HR departments handle, it is crucial that organizations adopt technology-related systems that ease the process of document handling and save time that could be used in other activities.

Some Features an HR Document Management System Should Have

1. Accessibility

One of the key characteristics of effective and efficient HR document management is accessibility. Any system used should ensure that there is maximum accessibility and can allow on-the-spot reference. Therefore, it is imperative to check accessibility features such as 24-hour access to mobile or desktop. Accessibility ensures that time is saved on searching a document as compared to other filing methods.

2. Centralization

An effective HR document management system should ensure streamlined management of all human resource documents and records. All the traditional document management systems are behind time, and as an HR professional, you do not have to stack any documents in your office while awaiting labeling and filing them in cabinets. A document management system should ensure that documents are filed with clear labels and tags. Additionally, the system should allow a filtering ability that enables the refinement of search results.

3. Data security

In a world where data is a precious thing, it is imperative that human resources documents are safeguarded from any unauthorized access. Documents stored in the system should be under tight protection at all times. The data security in an HR document management system can be implemented through role-based access, with the management deciding what type of information that an individual can access. Additionally, having a cloud-based system can also protect HR documents from disasters such as floods and fires.


Archive One for HR Teams

Before settling on a document management system that will be perfect for your HR department, it is important to ensure that it meets your set criteria to ensure easy adoption and use.

Archive One is a document management system that boasts features that meet the needs of an HR department. With Archive One, companies are able to easily centralize HR documents, minimize compliance risk, protect documents, and can even integrate with other systems. The system ensures the constant tracking and monitoring of human resource documents. It works with various types of files and formats ranging from employee reviews, sick leaves, employee requests, cover letters, and resumes. It also allows users to capture documents from the desktop, add notes to any documents stored with its auditors' notes function, secure documents by role-based access, and by keeping audit logs and version history. 

Archive One is a document management system (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With our partners' help, we provide an end-to-end document management solution from scanning to document storage at a highly competitive price.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.