Moving HR files from traditional paper filing systems to online cloud-based providers can be a great way to enhance the efficiency of your HR function. Not to mention, it makes accessing and updating employee information really convenient! If you are considering transitioning to an electronic filing system for your HR files, here are a few reasons moving online might be a great decision for your company:
• Cost Savings – In the long run, electronic files can be a significant cost savings for your organization. After the initial investment in the system, electronic records cost less to maintain – no costs associated with paper and ink and hours spent by your team managing the paper process.
• Efficiency – Many providers on the market today offer employee self-service, allowing employees to make real-time updates to their personal information as well as completing new hire onboarding paperwork. This can free up your team to focus on more strategic HR initiatives versus pushing paper back and forth.
• Convenience – Everything is stored at your fingertips and with cloud-based systems you can access the information you need anytime, anywhere, on any electronic device and are no longer tied to that filing cabinet!
• Space Savings – Speaking of that filing cabinet, moving to electronic HR files can save physical space in your office.
Today, there are numerous providers on the market who offer cloud-based solutions for online employee file management including Zenefits, BambooHR, Namely, and Justworks to name a few. Document retention rules still apply to electronic files, so make sure you familiarize yourself with federal and state laws pertaining to retention and be sure you have methods for safeguarding access to the online information.
Need help transitioning from paper to electronic? Give us a call. We help our clients streamline HR processes through identifying the right online systems for their specific needs – leading to increased efficiency, a healthier bottom line, and more time to focus on growing their businesses.