Can HR truly have a “Paperless” workplace?
From what I have read the answer is YES!! (Please correct me if you know differently) As long as you have a good document management system (SharePoint actually works quite well for this), and have the ability for employees/managers to either digitally sign documents, or have scanning capability then you should be all set. Quite often, HR Law Practitioners will prefer to have certain documents in hardcopy with the original signature, going paperless is possible. The MOST important aspect is to be able to ensure that there is complete confidentiality, so that only authorized individuals may review confidential documents.
Now, let me be clear, when I say “paperless”, I don’t mean to infer that there will never be times when you will need to print documents, because there will be. We all know that if you receive a request for information from the courts, or other sources you generally need to provide it in hardcopy.
I am about 85% paperless in my daily work. My goal is of course to be 100% paperless, but it is not a goal I am expecting to meet within the next few years. My company would need to be completely paperless in order for that to happen, and we’re not quite there yet.
There are a variety of HRIS systems that can also help in this pursuit.
· Ultimate Software’s Ultipro
· Software Techniques HR Complete HRIS Management System
· Payroll Office of America HR Management System
So to review, the most important things to consider when trying to move towards a paperless HR environment are:
· Limited Access to Confidential Information
· Well Organized Documented Document System & Structure
· Having a good way to track destroy dates, as well as new document information
· Having a well developed HRIS system
· Checks & Balances to ensure that all of the above are being done correctly.
If I find additional information and/or solutions I will blog again about going paperless!!
Good luck in your pursuit of a paper free life, LET’S SAVE THOSE TREES! J
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