More and more businesses are going digital for their Human Resources operations and paperless HR can help save you time on administration and overhead costs, but the benefits go beyond that. Digital HR solutions like Makai HR offer excellent record keeping, great organization and easy access. Supervisors can respond to employee requests quickly and HR managers can simplify the recruiting and on board processes. Also onboarding can be done remotely, with new Covid-19 protocols. With digital services like our, you can track everything from a single, convenient dashboard. It’s a simple, modern approach to Human Resources that gets back to basics and allows you to focus on your business.
Your Human Resources department has hundreds – if not thousands – of documents to keep track of. Not only do you have to maintain a separate file for each employee, but you also have to deal with:
● Resumes and employment applications
● Reviews and disciplinary records
● 1-9 forms
● Expense reports
● Timesheets
● Tuition reimbursements
● Insurance enrollment forms
● PTO requests
● Payroll records
● OSHA records
● Training manuals and onboarding itineraries
● Drug tests and background checks
● ADA & FMLA medical records
● Equal Employment Opportunity (EEO) data
In a paperless HR department, you can maintain these records electronically. Everything is kept at your fingertips, neatly organized and fully searchable. That not only means less physical clutter in your Human Resources office, but also less time wasted searching for your records when you need them. (And if you have HR employees working out of several different office locations? They can pull up any file they need with a few simple clicks.)
Paperless personnel files give you a single place to keep all of your employee information. Track performance reviews and promotions, emergency contact numbers, pay rates, and more – for every employee, across every department and business unit.
When you’re dealing with paper-based documents, there’s always the concern of confidentiality. Sensitive data (like social security numbers and salaries) needs to be carefully controlled, and only accessible to authorized employees. Unfortunately, filing cabinets aren’t exactly the pinnacle of security. A paperless HR document management system lets you control access to your confidential information. Your records aren’t left out in the open, and you can easily control who can access each individual record.
Electronic systems make it easy to comply with legal document retention guidelines, like storing your I-9 forms and FLMA applications separately from your personnel files, and destroying records after an employee has been terminated. If your Human Resources department is ever audited, you won’t have to worry about HR compliance fines for record-keeping practices that aren’t up to par. (And, from a legal compliance perspective, there’s no need to worry about the legitimacy of electronic documentation. Paperless records are just as acceptable as traditional ones, per the Department of Labor.)
Going digital and paperless, like our system, allows you to automate and quickly get through your Human Resources tasks so you can focus on what you do best, running your business. We have many options to service you and you only need to buy what you need and use, we won’t upsell you on things you don’t need. We like to keep it simple and get you back to the basics of HR, but faster, safer and more organized.