Key Challenges HR Managers Face with Document Management

HR managers are responsible for directing the functions of a human resource department; this includes hiring and interviewing job applicants, managing salary, handling employee benefits and leave requests, and enforcing company policies. 

Basically, the job scope of an HR manager encompasses a huge amount of data, and as the company grows, so does the data. This means that the number of payroll information, contracts, employee records, and other confidential particulars increases and requires even more undivided attention to be stored, tracked, and protected.   

Traditional paper-driven document management is still a go-to method for numerous organizations, but it does come with some drawbacks that are deemed as key challenges for HR managers.

Let’s explore and solve them right now! 

What Are the Challenges for Document Management? 

Two words: Too many.

Frankly put, there are just too many challenges that HR Managers face it terms of traditional document management, but here are the ones that occur most frequently: 

Time Management

HR offices are always peppered with large filing cabinets that are filled to the brim with various types of documents. No matter how organized these files are stored, it wouldn’t come as a surprise to see an HR staff member rummaging in a drawer for over 15 minutes, just trying to find one specific piece of paper. 

When too much time is spent hunting through heaps and heaps of paper, it subtracts time from completing more important tasks and adds to the amount of stress. 

Accessibility  

You can colour-code and alphabetize all you want, but when you’re in charge of a colossal amount of hard copy data, then you’re bound to encounter some sort of roadblock when it comes to accessibility. 

The time and effort it requires to open several drawers and flip through multiple folders and pages just to locate one contract or proposal are not very sustainable. 

Security 

HR managers face tons of document management-related challenges, but this one is most likely the worst of the worst; security.

While sensitive information is always stored away behind lock and key, that’s no big impediment to those who want to illegally access it. Moreover, paper-based files are never 100% safe from natural aggressors that could destroy them, such as floods or fires. 

Environmental Impact

Paper is a normal and nearly indispensable part of our daily lives. From food and soap packaging all the way to office contracts and employee records, paper is everywhere, and it’s taking a massive toll on the environment. 

When something takes a toll on the environment, it takes a toll on its inhabitants; which is exactly why this has to be one of the ultimate challenges presented to an HR manager. Sustainability in the workplace should be a high priority.  

Problem solving

What Are the Solutions for Paper-Based Document Management 

Two words: Go digital!   

As you may have already guessed by now, going digital is the best solution to this paper-based problem. It’s true that we won’t be able to eliminate paper from our lives entirely, but it’s also true that we can reduce it in order to streamline workflows, cut down on costs, and build a more sustainable office environment. 

You may be accustomed to going about document management the traditional way, but sometimes, it’s good to break away from tradition and start a new and better one.  In short, here’s to making work fun again! 

Here’s how shifting from paper to digital can solve the common document management trouble faced by HR managers:  

Digital Document Management 

Managed print services such as digital document management (DMS) is a platform that is engineered to store, track, share, and basically manage your files electronically. 

By integrating this practice into your workflow, you can take full advantage of all its perks that allow you to declutter while keeping your workplace documents in a safe and reliable repository on the web. Just imagine how much time and physical space you can save in your HR office!

Most importantly, digital document management reduces the need for paper, which in turn allows you to significantly cut down on expenses while making a positive impact on the environment. 

To top it all off, digital document management minimizes the risk of human error, making this method a fantastic addition to your pursuit of excellence.    

Digital Document Management

Document Management Goes Digital 

If you are ready to dive into the digital world to eliminate the document management challenges faced by your HR team, then you can put your trust in Integr8. 

At Integr8, we specialize in providing high-quality digital document management solutions that effectively reduce stress levels, boost efficiency, maximize productivity, and optimize budget margins. 

 Contact us today to learn more about our revolutionary corporate solutions! 

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