Struggling with scattered employee data? A centralised document management system streamlines access, boosts compliance and enhances security, empowering HR teams to focus on what matters most.

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HR professionals understand the necessity of maintaining accurate records and accessing the latest versions. But, with numerous records accumulated over time in both paper and electronic formats, achieving this can be challenging.

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“HR team members often experience frustration when searching for information across multiple systems, especially when faced with a subject access request,” says Gill Higgins, project implementation lead at document management firm Netdocs.

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Benefits of an effective document management system

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Implementing a robust document management system can help HR teams overcome these challenges, offering several key benefits:

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Improved internal efficiency

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An inefficient or disorganised document system forces HR staff to spend excessive time searching for information. This not only reduces productivity but also increases the risk of failing to locate critical documents.

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At estate agency Connells, the HR team had to manage 2.4 million employee documents stored indifferent formats and legacy software across multiple locations. By implementing HR:Safe – a document management solution from Netdocs that serves as a shared online hub – all documents were converted to PDF format, creating a single source of truth for employee records.

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Streamlining document management frees up time for HR teams, allowing them to focus on strategic initiatives. “The biggest win for the HR teams is the added value that can come with a well-implemented document management solution,” says Higgins. “Having access to on-demand reporting to show missing documents, automated retention rules and the ability to allow self-service for managers all free up the HR team to concentrate on strategic value-based activities.”

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Enhanced data security and compliance

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Staying up to speed with new regulations is an ongoing headache for HR teams, and legacy data stored in unsecured formats across multiple platforms can pose a major risk.

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Document management systems come with advanced security features including encryption, user access controls and audit trails, ensuring sensitive HR data remains protected.

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For instance, train operator C2C previously relied on paper-based employee records, which created a significant risk when faced with GDPR legislation. Using HR:Safe, it was able to migrate all paper records from its head office and upload them into a fully digitised hub, with the relevant permissions assigned to control who could access these.

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These systems also help ensure documents are stored for the legally required duration and can identify compliance gaps related to right-to-work documentation and employee contracts.

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“HR teams are inherently aware of the sensitivity and confidential nature of the documents they work with, but the challenge lies in the technology landscape,” points out Higgins.

“Document management is often underestimated and thought of as being the same as document storage. But while most solutions from recruitment through to L&D provide document storage, the ability to manage documents against data responsibilities can be overlooked.”

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Prepare for a merger or acquisition

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Any organisation that is going through a major change, such as a merger or acquisition or moving toa shared services arrangement, will need to be able to transfer large volumes of confidential and sensitive document-based data.

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Leading distributor Smiths News was looking to set up a central HR shared service centre to help support its employees from different distribution sites, but found it was constrained by paper-based records stored in filing cabinets. Almost a million documents were converted to PDF format and uploaded to HR:Safe, and the new system now acts as a central online hub for all employee records.

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As well as legacy data, documents can also be uploaded from any HR or employee system, adds Higgins. “That means that any change project hits the ground running with robust document processes and compliance from day one,” she says.

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A dedicated document management system is generally a better option than attempting to use an existing HR system, she adds: “These often come with compromises, whether that’s the cost of storage or user access, or challenges in the way data is structured, limiting the ability to audit or apply effective document retention rules.”

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Access information to help with HR strategy

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Having access to the wealth of data that is often hidden in legacy systems or paper records gives HR the ability to interpret trends and devise better people strategies. This can potentially provide a competitive advantage, whether in recruiting, retaining or engaging staff, improving employee health or reducing absence rates.

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After consolidating all of its legacy paper records using Netdocs, South Eastern Railway turned to HR:Safe to help it manage the volume of fit notes and return-to-work forms from its 4,500 staff. The new system has provided the basis for a new absence reporting system, which is helping to ensure information is handled effectively and people are paid correctly. But it’s also provided the business with important data about the wider health risks of its workforce, which can be used to help shape future policies.

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To find out more about how Netdocs could help you better manage your employee records, visit netdocs.co.uk/hrsafe