April 5th, 2021 by Function4
Given the amount of information human resource departments are required to manage and secure, it is reasonable that these HR processes can become difficult to organize. Information management solutions provide tools that can assist in streamlining and automating your processes while keeping personal information in compliance and secure.
Human resources are a core department that deals with many challenges. One challenge being that every decision is recorded and documented. The HR department oversees collecting information and documents for every part of the organization. They must collect, categorize, and share sensitive documents while providing employees the peace of mind that their personal information is being stored securely. This can become time-consuming and messy without tools that can help automate some of these HR processes.
Human Resources Means Managing Personal Data
If we think of the variety of documents that HR employees have to handle daily, we could easily think of things like contracts, non-disclosure agreements, performance reviews, and legal issues. In most cases, these documents are tied to private information. Human resources, across the board, faces the challenge of completing their activities while maintaining compliance with internal company and governmental rules and ensuring the privacy and data security of each employee. These are some of the reasons to consider implementing an information management solution.
Maintaining Compliance by Centralizing Storage
Companies have the responsibility to maintain records properly, and it is in their best interest to have good practices around storing and organizing regulated documents. Especially when companies are in highly regulated industries, it is essential to have an effective information management system.
The best way to achieve and maintain compliance is by creating a centralized organization-tool. Otherwise, companies are very susceptible to issues and fall into non-compliance. Duplication, confusing storing, or poor management are some of the main concerns that affect most HR departments.
Ensuring Data Security
Compliance not only means keeping your records tidy; it also means making sure all data is being secured and used properly. HR departments have a critical requirement to keep data confidential and private. There are many details such as social security numbers, salaries, bank information, and personal information that could easily be accessed if the necessary precautions are not taken.
It is important to have security layers that will grant only designated employees' access to such sensitive information. With an ECM solution, permissions are granted to the database, locations, and document levels, giving a granular method to security.
Why Information Management Solutions are Effective
Having a software tool accessible, easy to use, and effective is what any human resource department desires. Here are three points that make information management solutions a great asset to organizations:
Having a cloud-based solution gives HR departments uninterrupted access to documents and data if they have a connection to the internet.
Information management solutions offer Integrations with many platforms that companies might be using, such as Dropbox, Microsoft Office, QuickBooks, and Salesforce, among others. The best part is that ECM solutions, such as M-Files, can utilize what you have without the hassle of migrating data.
Information Management solutions offer workflow management which provides an increase in efficiency to users. These workflows enable best practices and new ways to collect, access, and manage documents.
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