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The Human Resources (HR) department may not be your whole organisation but it is at the heart of it. HR manages a large amount of information relating to your staff: past, present and future. Because of this, HR relies heavily on documents and record keeping.

Why are HR departments going paperless?


Why is document scanning so popular in HR departments?


The Human Resources (HR) department may not be your whole organisation but it is at the heart of it. HR manages a large amount of information relating to your staff: past, present and future. Because of this, HR relies heavily on documents and record keeping.

The traditional paper-based way of working in HR has a number of disadvantages. Paper documents need filing and filing systems can be costly because of the space and staff time they require. 

HR documents are required to be kept for many years, so the amount of storage space required will increase over time. Efficiently managing the growing collection of files requires a number of skilled staff. Even with the most accurate filing, the larger the paper filing system, the longer the retrieval and replacement of each file will take. If you add to this the burden of keeping past employees files for a number of years, its easy to see why the modern HR department is embracing paper free working practices.

Going paperlite can help HR overcome these disadvantages, however such a project requires careful consideration. To start with, there is likely to be a large backlog to clear from paper filing systems containing many years of records. Before paperless ways of working can be adopted day-to-day, provisions need to be made for the digitisation of all past paper records.

Depending on the size and activity of your organisation, staff will need to be dedicated to the the scanning task on a full time basis. Staff can be repurposed from other tasks; this may leave you short elsewhere and they may not have the right skillset. Alternatively, you can hire additional staff. Temporary staff offer more flexibility when the workload is uncertain but the trade-off is that not as much training can be invested in them and experience cannot be built up within the team. Hiring permanent staff is a big financial commitment - and a risky one because it leaves you no flexibility should the workload either increase or decrease.

Another concern is hardware and software. Scanners for general office use have a low capacity and produce files of a high size which are inappropriate for large or long term scanning projects. Professional, dedicated scanning equipment is needed which has a high capacity and produces smaller file sizes that won’t take up as much digital storage space. However, such equipment is expensive and the correct IT infrastructure is needed to support the transfer of large amounts of data which could otherwise disrupt other day to day activities in the organisation.

One cost effective option, which overcomes all of these problems, is to use a service provider such as Storetec. We have skilled, experienced scanning teams and can cater for all workloads. We can clear your backlog – either all in one go or over a series of scheduled pick-ups. Our high capacity, professional scanning equipment is maintained by the manufacturers and the digital files we produce can be provided in a format that can be imported, if required, into your existing HR software such as SAPCascadeCIPHRSage, PeopleHR, iCIMS, Bamboo or Workable.

Storetec can handle all aspects of the project in an efficient, secure manner that complies with all relevant legal standards. The skilled team and professional equipment we have at our disposal can help any HR department go paperless whilst also making savings on space, time and equipment.

Contact us today. we can help.


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