The Importance of Electronic Document Management System (EDMS) to HR Department

17 of November, 2022

Collecting, storing, and arranging files can be a very strenuous task. And despite the advancement in technology to ease the workloads of staff, no one wants to do paperwork. That’s the main reason companies are counting on EDMS nowadays.

Paperwork can be many things. It can be the data of every employee’s information, gathering records of employees or even retrieving employees’ information for payday.

Dealing with paperwork can be a fairly common task, until you have to do it for five hundred employees, then it turns sour.

Time spent browsing through folders and cabinets to find a piece of particular information can be best spent on other fruitful tasks.

All you have to do is use the ‘search’ on the EDMS software to retrieve the information you seek from the centralized and organized employee files.

What is an Electronic Document Management System (EDMS)?

An EDMS is a software that allows you, creating, editing, revising and storing documents in any of the various document formats. It could also be in photo or video format.

Using this software can reshape the agility of your organization’s information access and retrieval, thereby automating and improving the HR document-related workflow. Not only will it be faster to find information, but also easier.

Why every HR team should have an EDM System

Access to employees and team

A HR team handles the documentation and records filing of the employee’s information and professional data within the company. These records kept by the HR team can come in many different formats. It can be in the form of medical information, performance reviews, and payroll documentation.

The HR team not only handles the information of the individual employee but also that of the team. This information can be easily accessed by your HR team or your organization’s management. 

Effective communication

With a sorted and easily retrievable information system, the HR team will be able to communicate important information better. Whether that be with any individual employee or with the whole team.

It can also be used to manage team tasks and compensation strategies for your employees.

Secure important information

Rather than having an enormous amount of physical documents to sift through just to access an employee’s account details, document management system software saves your team from such a traumatic task.

All of your sensitive data is unified in one location, allowing it to be easily accessed by the team or management. Also, having your information safe from data breaches or losses, since EDMS offers you the added value of offsite backup.

Organizing documents and reducing paperwork

It is unethical to have files lying around the company unorganized. This clusters the appointment and assessment of tasks and therefore the well functioning of the organization.

Using the EDMS software from Sesame HR makes everything simpler. Employees can even carry out signatures digitally without having to move papers around.

Increase HR productivity

Having a functional document management system also improves the functioning of the HR team. An organized document management system gives the managers easy access to any detail needed and also improves internal efficiency. 

Conclusion

Document management is an essential factor in the daily functioning of an organization. With EDMS software, all important information stays organized and readily accessible. It also keeps you compliant with the values and requirements of your organization.

If your company does not have integrated a document management system yet, check out the document management solution from Sesame HR.