Benefits of Paperless Human Resource Management.

Aren't you tired of coffee-stained documents?

In a country as culturally rich as South Africa, it's easy to cling to traditions. However, if any tradition has to go, it's paper filing systems. We all know how much safer it feels to have your documents in a physical format that you can see and touch, but what if I told you it's time to move on and find a replacement that will guarantee your documents are safer than ever and no longer at risk of going missing, being torn, or just being stained by Greg-from-finance's greasy hands.

Moving towards a paperless environment can be vital for any department, but for Human Resource (HR) departments, a transition into an online HR system can save you tons in both time and paperwork. How?

Efficiency

Firstly, it's more efficient overall. Why? Well, according to several HR management studies, professionals can spend nearly a third of their time retrieving paper records. Outrageous, right? In a world where we have everything accessible, we're still using a time-old tradition of print, scan, file, and repeat. Even when it means we're standing at the scanner for most of our careers.

Instead of standing in a queue to use the printer, moving to the right HR system will allow for instant access to employee records and documents. If it's online and paperless... well, that's even better because it means you can retrieve all your employee documents with just a few clicks. Regardless of where you are. And by minimizing the time spent on administrative tasks, both you and your HR department will have the time available to focus on what's actually important in running your business. Record keeping can be instant, with no limitations.

Cost Savings

Maintaining paper records requires dedicated storage facilities and recurring expenses for consumables like printing supplies. And let's be honest... there's no worse adversary than the office printer. From printer jams to accidentally printing 10 copies of a 30-page contract... it's enough fuel for a lifetime of workplace nightmares. Getting a paperless system gets rid of unnecessary printing, scanning, and risks of keeping your documents in a place that could potentially violate POPIA.

Improved Data Security

Data security is crucial for Human Resources. Almost every document in your employee files is sensitive, and traditional filing systems just don't make the cut anymore. With traditional filing systems, your organization is vulnerable to risks like unauthorized access and document loss. Something as simple as a contract left behind on your HR's desk could mean potentially having personal information like an employee's salary being leaked.

Better Collaboration

Sharing documents sometimes requires making physical copies, scanning, filing, or exchanging lengthy email chains—and again, it's not always the most secure option when your office printer is readily available to every staff member in your office. The solution? By going paperless, HR teams can collaborate more efficiently and securely, minimizing delays and miscommunication. With modern tools, employers and employees can access and edit documents in real-time from anywhere. You won't have to worry about anyone cc'ing the wrong person ever again.

Final Thoughts

The move to a paperless HR environment presents numerous benefits that significantly surpass the traditional filing methods. We're not saying you can't run your business using the good old ways. What we are saying is that digital transformation is steadily redefining the business landscape, making paperless systems the only acceptable standard. Not only can you, as the employer, create a more efficient, secure, and environmentally friendly workplace that benefits everyone involved, but with the right online HR system, you can enjoy all the benefits of an online HR department at your fingertips.

A digital tablet showcasing an online HR system