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on November 2, 2021 Human Resources HR Documents

Why Paperless Employee Documents are More Important than Ever

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Modernization requires that companies automate documentation as much as possible. This is even more important in the new normal, when access has gotten more difficult. Flexibility is a must for HR teams as people continue to work from home for the foreseeable future. Relying less on printing and moving all important forms online can even save quite a bit of time and money. Plus, you become a more sustainable organization.

Even before the new normal, companies have been reaping the financial benefits of digitizing their employee documents. Just under 60% of businesses achieved their full return on investment within 12 months. Furthermore, this approach boosts staff productivity by 30%. 

Going paperless with employee documents can positively transform how your organization operates daily in today’s work world. Coupled with the changing nature of today’s workforce, paperless is more important than ever. 

Speed Things Up

Faster hard drives can help transfer data even quicker.

By going paperless at your office, you will be able to cut time off your business processes. Your organization moves faster as you can use digitized employee forms and introduce employee signatures, lessening the printing workload and preventing you from filing away any hard copies. The physical part of the tasks requires more effort, so cutting them out will save even more energy. 

Additionally, you can send digital checks and invoices so you can control your cash flow without having to be dependent on banks or the need to mail anything to employees. Ironically, this also leaves a better “paper trail,” cutting down on mistakes and improving transparency. Therefore, it saves even more time and money. 

Handle Increased Demand

Digital systems can handle more simultaneous requests.

By going paperless, you can also deliver documents like benefits information straight to your employee’s inbox. There are also various online services to upload documents and provide information on benefit perks like insurance, vacation days, maternal and paternal leave and more. Modern benefit offerings have so many options, so a system must be used to keep up with everything. 

Having information is not enough. It must also be easily accessed and distributed. Such accessibility is vital for employees. But providing that can be a burden to your Human Resource department. Digital systems can handle more requests with less work. 

Furthermore, you can meet the demands of stakeholders who are always looking for more information flow around the company. Transparency has become something that many people require out of their employer. Overall, information must travel more freely in today’s work climate. 

Offer More Security 

Give employees an option to access files securely, anywhere.

The movement towards employee document digitization also makes it easier to secure important forms and keep them secure. More organizations are turning to cloud computing methods to store their documents. It’s certainly a better option than keeping sensitive and confidential files in a cabinet at the office somewhere.

Cloud services have high layers of security and encryption to keep employee documents safe when you need to store them for future use. You can restrict access so that only authorized users can see employee documents. It’s also easy to transfer and secured to access. 

Unlike hard copies, digital copies of your employee documents are less likely to be damaged by a natural disaster. Plus, cloud software usually comes with improved disaster recovery on its in-house counterparts. This means that when an outage occurs, you can recover your files almost immediately. 

Compliance requirements for things like lockouts following repeated access attempts, as well as password requirements, should be met. Improving security aids your workflow and ensures the right people have access to the right documents. Going paperless creates more user transparency as you can see every action performed in your system.

Your employee document storage solution should include several levels of redundancy. Employee files become easy to find and hard to lose. A paperless office is a minimum requirement for a modern workspace. 

Considering Returning to the Office but Still Worried About the New Normal? Get Our Free Guide On Communication Strategies For a Return to the Office

Sydnie Kerr

Customer Content Manager

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