DMS, document archiving, Document Indexing, Document Input, Document Management System, Document Processing, Document Security
5 Reasons Why Human Resources Managers Should Embrace Document Management System.
If you are thinking about departments with the largest amount of paper documents in an organisation, you would be thinking of the account and human resources departments. This means that these two departments have lots of documents to be stored and archived. It also means that the documents should be kept in such a place that they can easily recall when there is a need.
Making provision for professional document management software is a creative thinking approach to improving the way documents are kept and managed in the Human resources department for the following reasons;
1. Increase Productivity and Efficiency
With a document management system in place, HR documents such as application letters, Resumes, employment forms and others could be stored electronically. This makes it easy for staffs of that department to easily access any document when there is a need. This electronic filing of HR document increases efficiency and productivity because there would not be a need for a filing cabinet or a filing officer. It would also hasten the approval of most HR Process as the head of the HR department can easily get access to an employee’s file without having too many papers flying around his/her table. The case of missing documents would also be a thing of the past and training materials could be easily disturbed to the entire staff of an organisation without having to print a lot of papers.
2. Document Security
Human resources department is usually saddled with the responsibility of managing different types of data which are most times confidential. With an electronic document management system in place, HR managers don’t have to worry about safeguarding confidential documents. This software eliminates the use of paper and also prevents documents from being stolen, destroyed or modified without authorized permission. A good document management software will also provide the necessary security for your electronic files.
3. Reduces Cost
In the business world we know that time spent is also calculated as money spent and with the help of a document management system, you can reduce the time and money you spent on preserving your documents. This is going to be really effective and useful for employees who spend more than half of their time doing manual sorting and filing of documents.
Automating and streamlining many of these duties of sorting, filing and archiving documents with adequate document management software would imply that there would be a reduction in the number of admin staffs needed as a result you save something for the business. You can also save cost from photocopies, postal deliveries, cabinets and files.
4. Enhances Collaboration
With document management software in place, documents can be retrieved and modified while access is denied to others while the documents are still being used. This function can help reduce duplication of vital documents. The collaboration feature on such software allows multiple users to view and modify a document at the same time.
5. Eliminates Human Error
When it comes to human beings dealing and handling a large volume of documents, mistakes are bound to happen. Having too much paper at the same time on a table or in a particular location can cause cluster and clusters increase the chances of documents being lost or misplaced. With document management software in place, you are sure to have a reduction in error because they are usually electronically imputed.
Call Julius on 989920619478 or visit www.tecres.com.ng to get a free document management quotation for your small business.