Five benefits of HR scanning
Many HR departments have seen a shift in the way they need to work the past two years due to remote working. Storetec have also seen a massive difference due to HR teams needing help and advice on how best to access their documents from home. Here are 4 benefits your team will see when scanning your HR documents.
1. Efficient retrievals
Digital documents can be formatted to replicate your physical filing, ensuring documents are easy to retrieve, Did you know it can take up to 30 seconds to search for a paper document in a filing cabinet? Turn this into 4 seconds with a document management system. FreeDocs has vast security and search capabilities which means employees can access documents quickly. Documents are indexed and archived exactly to your needs, we can create folders for each file, within which you will find PDFs for the content of the files. We can apply naming conventions to replicate your files and documents. OCR can be applied to make the PDFs fully text-searchable so you can easily find the page you are looking for.
2. Remote working
With many HR teams embracing hybrid (office/home) working, businesses need to ensure all team members have access to all documents to increase productivity when working from home. A document management system can greatly benefit employees who are working remotely. Digital documents once stored in the cloud are available from any location, 24/7. This ensures that the HR team can work collaboratively by accessing the same documents, whether they are working from home or the office.
3. Increase office space
Office space is always at a premium with every modern business. Having digital access to your information frees up valuable space and makes your organisation more agile. With the increase in hybrid working and hot-desking, there may be an opportunity to downsize your office space.
4. Enhanced security
Whilst documents exist in hard format alone, they are always at risk of loss, theft, or damage. This significantly increases the risks to compliance which could make it difficult to meet legal requirements.
By digitising documents, the single point of failure is removed as documents can be securely stored and backed up to ensure they are never at risk of permanent loss. Furthermore, with an inventory of all records, you can easily manage retention guidelines and ensure your business is GDPR compliant.
5. Retention policies
Retention policies are not easy to implement with physical paper files to ensure that GDPR is adhered to. Finding information within a digital HR record is made easy and applying document types with fixed retention periods can automate the process. Working digitally will save the HR team a considerable amount of time when compared to working with paper files.
Are you looking to get your HR documents scanned? We collect all over the UK and worldwide. Contact our team today:
T: 0800 612 4065