In every organisation, the HR folks deal with umpteen documents. Day-to-day documents like attendance and leave records, performance reviews, interview records, job descriptions and then highly confidential documents like employees’ personal records, banking details, and non-disclosable business contracts etc.

The handling of these documents involves systematic sorting and secure storage. Typically, this process involves relying heavily on physical storage methods like filing cabinets, binders, and shelves or digital storage methods like desktop folders. But, today, there is a more efficient way to do it – HR document management software.

In this blog, we’ll help you understand the challenges of storing critical HR documents physically or electronically using conventional methods such as storage drives. We'll explore how a document management system can alleviate these pain points and guide you through the process of migrating your files to a modern digital system.

Why Traditional HR Document Management System Falls Short?

For decades, HR personnel have relied on traditional document management systems. When there were no better alternatives, practices like keeping physical documents in cabinets and binders seemed normal and convenient. It’s not that old-school document management systems are entirely bad; however, they fall short of the many benefits that modern online document management systems offer. Let’s look at some of the downsides below.

Work processes that are slow and inefficient:

When you keep all those HR documents in physical format, you will have to spend relatively more time searching for them because there is no quick search option as you have in an hr document management software. Imagine how cumbersome it could turn out to be when you have to find and share an important document with someone immediately.

Risks of security and data breaches:

With paper documents, the risk of them getting lost or damaged is really high. Plus, there’s no foolproof way to keep unauthorized people from accessing them. You should always be ready for a potential data breach. If it happens, it can be pretty unpleasant for your organization.

Challenges with audits and compliance requirements.:

Today, most auditing and compliance verifications are conducted virtually. When these requirements arise, you must upload the necessary documents to the specified websites of the departments conducting the checks.

If your documents are physical, you'll need to scan them and then upload them, which is more time-consuming than if they were stored digitally and organized systematically in an HR document management solution. Additionally, finding the necessary paperwork within a short timeframe can be challenging with traditional storage methods.

Difficulties accessing documents while remote:

With more people working remotely, accessing paper documents can be challenging. Imagine this: You're at home in your comfy PJs, and you suddenly remember that the deadline to submit a performance report is today. It's impossible to drive all the way to the office to retrieve it. With a cloud-based HR document management software, you can easily access the document from anywhere, without any hassle.

The Benefits of HR Document Management Software

Now, as organisations switch to modern HR document management solutions, they open up a wide range of advantages for operations and improve work practices, as presented in the following table:

How to Migrate To HR Document Management Software in Easy Steps

Now that we understand the benefits of going digital with your important HR documents, let’s look at the steps involved in migrating them to modern HR document management software.

Step 1: Assess Your Current HR Document Landscape:

Before you start migrating, take some time to understand your existing HR document landscape.

Make a list of all documents you want to move to the online document management system. E.g., employee records, policies, performance reports etc. Note where these documents are currently stored.

Get an estimate of the volume of documents you have and how complex they are so you can plan the migration better.

Step 2: Choose the Right HR Document Management Software

Selecting the right document management system is crucial for a successful migration. Here are some features to look for as well as factors to consider.

• Look for strong security for your documents.
• Choose a system with easy search capabilities.
• Select a platform that automates approval processes.
• Ensure it integrates well with your HR tools.
• Make sure it tracks document changes for audits.

• Understand the platform's total cost and licensing.
• Research the vendor's reputation and support quality.
• Ensure the platform can grow with your organization.
• Look for a user-friendly interface with customization options.

Step 3: Plan and Schedule Your Migration

Once you’ve sorted the files to move and the platform to securely store and manage them, you’re halfway through the migration. The rest of the steps will be much easier as you get into the flow. Here is how you can approach it:

• Create a detailed plan outlining all steps for the migration.
• Define clear goals and establish a timeline for completion.
• Assign specific roles and responsibilities to each team member.
• Develop a strategy for transferring data to the new system.

Step 4: Prepare Your Team and Communicate the Change

Upgrading to HR document management software would require preparation on the part of the employees too. Most of the modern systems are integrated with employee self-service features through which employees themselves can handle a lot of tasks like document upload or update rather than the HRs doing it from their end.

Hence, develop and conduct comprehensive training sessions that walk the employees through the new platform, showing them all the features and benefits it has to offer. The reasons for switching need to be clearly and transparently communicated to the team members.

Step 5: Scan and Digitize Paper Documents

Now it’s time to convert your paper documents into digital format. First, find a good scanner that works well. You want something that can take clear pictures of your documents without taking ages to process. Play around with the scanner settings to configure the best-quality images so your digital copies look good. No blurry edges or cut-off words.

When you save the files, use names that tell you what they are. Instead of random numbers, write something like "Company_Budget_2024" so you can find it easily later.

Step 6: Data Migration and Import

After scanning, it’s time to move all the electronic files into your new HR document management software. If you have existing electronic files in other systems, now is the time to transfer them as well. Ensure a smooth migration by using batch upload features or following the software's specific import guidelines.

After the transfer, it's crucial to validate the files’ accuracy and completeness. Carefully review each uploaded document to confirm that no information was lost during the process. Check file names, content, and metadata to ensure everything has been transferred correctly. This verification step is critical to maintaining the integrity of your digital document management system and preventing potential issues down the line.

Step 7: Configure the New Platform

Setting up a digital document system is like creating a workplace blueprint. Design workflows that fit your rhythm, with clear paths, approvals, and access controls. It's about creating a natural system that lets the right people in at the right time, with the right keys for sensitive information.

Make finding documents as easy as searching online. Set up simple keyword searches and connect your online document management system with existing HR tools. The goal is a smooth system where information flows easily so your team can work smarter and faster.

Solving Frequent Issues in Document Management System Implementation

No matter how carefully you plan the migration and systematically implement the HR document management software at your office, some challenges may arise. Being aware of them and taking the following precautions can help.

• Some staff may fear leaving behind the comfortable paper processes. Clearly explain to them about the benefits of moving to the new online document management system.
• Ensure all the data is accurate before migration; it's good to clean any discrepancies beforehand so you don’t have to spend any minute after the migration is over.
• Technical challenges can emerge during digital migration unexpectedly. So, have IT support ready during migration.
• Educate employees about how their data will be protected in this new system. Clear data protection strategies to build trust.

Wrapping It Up

The first step to an effective digital transformation at work happens with digitalizing all your important HR documents. With powerful HR document management software, the journey becomes faster and easier. By carefully navigating the journey of moving HR documents online, you're not just upgrading technology, you're empowering your team with tools that save time, reduce errors, and create a more connected workplace.

We hope you found this guide helpful. We'd love to hear about your experiences and insights from your own digital transformation journey.

Looking for a powerful, all-in-one HR document management software that won't break the bank? Mewurk is the answer. It's free to try for a whole year! Contact us to learn more.