Establishing a quality HR document management system is essential for businesses who want to run a smooth operation. Having one place to manage worker records, onboard employees and maintain compliance with relevant Workplace & WHS regulations is a huge advantage for businesses.
This article sets out key tips for companies looking to streamline their HR & Compliance management processes with HR document management software.
A HR Document management system is a set of processes for onboarding workers and storing, managing and monitoring their essential documentation and HR information. An effective system centralises all of your organisations most important HR files in one place. Modern businesses and organisations typically look to software or digital solutions in order to streamline their HR Document Management system, and save time for more important HR tasks.
HR Document Management Software is any tool used to help companies capture, store and manage all their essential documentation for managing workers - saving businesses time and money by streamlining administrative tasks.
This software allows you to search, store and manage your employee documents, certifications, licences, training, contracts, payment details and so forth. It enables you to assign expiration dates to time sensitive documents, and ensure you know if your workers are work-ready.
For contractors in high-risk industries such as construction, property, manufacturing, aviation, transport and logistics or similar sectors, there are also softwares which bundle HR & Compliance management together, so that both internal HR records and external compliance documentation & training can be tracked and shared with the necessary parties (e.g. clients) This not only saves time and money on manual administration, but ensures there are no gaps in your compliance - i.e. missing documents, expired records or trails of emails or static folders that provide little helpful visibility.
The benefits of utilising HR document management software within your organisation include:
Whilst the amount of documentation and upkeep for HR can be overwhelming and difficult to maintain manually through spreadsheets and paper trails, online compliance systems can be a benefit to your company by allowing your business and workers to manage everything in one place. Digital tools, such as Comply Flow’s HR & Worker Profile management features enables Contractors to assign Workers internal documents such as policies, procedures, HR requirements, training and other records for them to acknowledge or complete in their account.
Moreover, for any Worker compliance records that need to be shared with external parties (i.e. companies your business provides services to), Comply Flow also enables you to share your Workers’ profiles via a link to them in seconds. This eliminates document duplication (not to mention email trails, spreadsheets, folders), by enabling your Workers’ to manage one profile in Comply Flow that can be shared in seconds across unlimited clients.
To ensure you choose the right software for your organisation you should:
Here are our top tips to ensure your company remains organised and compliant with relevant legislation.
Companies should dedicate time to:
Following the above guidelines (and documenting the processes, to provide proof of compliance) will help to ensure your company has taken the adequate steps to meet your obligations under relevant legislation.
If you’re a business looking for an easy way to track and manage company docs, tickets, qualifications and competencies - for free! - then our online HR Document Management system makes this a breeze.
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1. Create a Free Account for your Company
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