For office workers everywhere, paperwork has long been a dirty word and a dreaded task. With the introduction of HRIS, offices are now relatively paperless, but it doesn’t necessary mean an absolute end to the paperwork tasks of the past. Believing that implementing a new HRIS will banish paperwork may be a mistake, but employees can still benefit from many of the gains that would be expected if paperwork actually disappeared entirely.
Banishes the Actual Paper
Even though information still needs to be entered and tracked, actually moving from a paper filing system to a non-paper filing system has many advantages. The first and most obvious is that the costs of paper, pens, printer ink, and other materials will be dramatically reduced-putting money right to the bottom line. Paperless systems may also save companies money on rent or open up space to use for more lucrative practices than file storage.
Saves Time Filling in Paperwork
HRIS may be able to extract data that is entered one time, as on an application, and fill in fields in other areas such as onboarding and training. While employees would normally have to fill in fields for personal information on every piece of paperwork, the HRIS system may help to shortcut this task by recognizing employee names or numbers so that employees can get right to work on the important tasks. HR professionals save massive time when the information is automatically recognized and training data and paperwork is filed with the rest of each employee’s information.
Faster to Eliminate
Paperwork is somewhat faster to generate with HRIS than with a manual system, but it is much faster to eliminate. No longer is it necessary to seek out every piece of data linked to a former employee or past succession planning in order to spend minutes to hours shredding the sensitive files that are no longer needed, it is just clicks to get rid of it. This is much faster and more accurate, as the information is stored automatically in one place in the system, so there is no chance that some information will be missed in the clean out.
Improves Paper Trail
This advantage is somewhat iconic and not necessarily anticipated with paperwork banishment, but paperless human resources systems improve the paper trail over manual systems. From hiring to training to promotions and even retirement, HRIS helps to keep track of the information, updating as needed without a worry of losing information. HRIS may also be set up to provide automatic notifications when information is needed or when there are training gaps.
Relieves the Paper Jam
Relying on managers and professionals from different areas of the company to review and approve aspects of employee information, training, and payroll data may cause a “paper jam” when paperwork systems are manual. Paperwork may also be forgotten as managers set it aside to tackle more pressing issues. HRIS makes it simple to request reviews and approvals from different departments and people without the information ever actually leaving its “home,” which can clear the paper jam and smooth processes along.