The HR department is obviously among the busiest ones when it comes to record management. We’ve previously discussed best practices for HR document management but the focus today is going to fall on scanning.
Human resources document scanning is the right method to deal with paper-based information and make it more readily accessible.
Because of the nature of work in the field of HR, it’s essential to follow a couple of scanning protocols to ensure the successful completion of the project.
Decide What Documents Need to Get Scanned First
HR departments deal with many different kinds of documents. Getting all of them scanned simultaneously may be a bit of an overwhelming task. Staffing essentials, retention requirements and accessibility will all need to be accounted for.
That’s why choosing the right papers for the commencement of human resources document scanning is a vital first step.
Some of the possibilities to focus on include onboarding documentation, employee records, I-9 forms, performance reviews, payroll information, time cards, etc.
If you don’t know which ones should be prioritized, consulting a professional team will be the way to go. Document scanning professionals can pinpoint the approach bound to ensure a high level of effectiveness. Once these first documents go through the imaging process, subsequent document scanning sessions can be scheduled.
What Level of Paperless HR Do You Want to Achieve?
The next question to ask is what level of paperless HR is the goal.
Answering this question depends on just how burdened the HR department is by manual document processing. Statistics suggest that the average HR manager dedicates 14 hours per week to the manual completion of repetitive tasks that could be automated. That’s a lot of time to waste!
Human resources document scanning and the selection of the right document management system later on will allow for effortless automation through tailored workflow creation.
Still, some HR departments may need to keep some documentation on paper.
So, which processes are the ones that can be made paperless? Onboarding, surveying and the employee review process are three examples of such. Documents connected to such activities are the ones to be scanned first, allowing for paperless management and maximum efficiency.
Partnering Up with Professionals for Human Resources Document Scanning
Deciding what aspects of HR can benefit from document imaging is an important first step. The next one should focus on exactly how the scanning is going to take place.
Hiring a dedicated team to complete the task is usually the best idea.
Document scanning professionals have the knowledge and the technology to prep the files, get them scanned quickly and deliver high quality digital versions. In addition, the right team can also handle document destruction in a safe and effective way.
Outsourcing document scanning (or the entire process of going paperless) will save a lot of time, money and resources. The Scan N More document scanning https://scannmore.com/ professionals know what it takes to improve processes in the field of HR. Hence, you can count on us to get the job done and set you up for digitization success.
Choose the Right Digital HR Solution
Needless to say, human resources document scanning is just the first part of the process.
Successful digitization is dependent on numerous factors.
Choosing the right software for the management of the digital files is one of them.
The document management needs of each HR team are highly unique. That’s why it’s a good idea to look into a solution that leaves a lot of room for personalization. Artificial intelligence (AI) and machine learning-based applications are becoming more affordable than ever before and these grow and evolve alongside the team.
Once the scanning project is completed, it’s essential to enter the digital archive in the right kind of HR management platform. Apart from allowing automation, that platform should also be easy to integrate with other kinds of software that the company utilizes.
Develop Retention Schedules
The final part of the process would be to develop retention schedules for the paper-based data used within HR.
Having such consistently updated schedules in place is essential to engage in ongoing scanning and digitization. In addition, knowing when certain documents can be discarded will enable the elimination of clutter and the gradual paperless transformation of the HR team.
Retention schedules can be difficult to put together and update because of the constant influx of new documents and the different legal timeframes linked to each.
Once again, consulting imaging and digitization professionals about retention compliance could help with the proper management of paper-based archives. Talking to experts about this aspect of digitization also makes sense, in order to arrange a secure document destruction procedure when the time is right.
Digitizing HR documents is an essential step for every organization, regardless of the industry or its size. such a project can be completed quickly and in a cost-efficient manner. Doing a preliminary assessment of the situation and knowing where to start can both streamline the transformation and yield optimal results.