Electronic document management (GED) for human resources (HR) is a key tool for improving efficiency human resources management processes in businesses. It allows employees and HR managers to easily access up-to-date and relevant information, while reducing the costs associated with storing paper documents and facilitating collaboration between employees.
Why document management for human resources?
An electronic document management (EDM) for human resources (HR) is a document management system that allows documents related to a company's employees to be stored, managed, and shared electronically. It allows employees and HR managers to easily access information such as application files, employment contracts, training records, payroll records, company policies, and performance management procedures.
Common features include personnel data management, recruitment process management, corporate policy management, training process management, payroll and benefit process management, and performance management.
It can also include tools to automate administrative tasks and talent management processes, allowing employees and managers to focus on more strategic tasks.
An HR EDM can also provide reporting and monitoring capabilities for HR managers, to help them make strategic decisions based on up-to-date data and improve talent management processes.
EDM HR and SIRH, should they be opposed?
Document management for human resources (HR) can be used in a complementary manner to an integrated human resources management system (HRMS) to improve the efficiency of human resources management processes.
An HRIS is a comprehensive tool that makes it possible to manage all human resources management processes, from talent management to payroll, including corporate policy management, training, employee benefits and performance monitoring.
One EDM solution HR can be used to electronically store, manage, and share employee documents, such as application files, employment contracts, training records, payroll records, company policies, and performance management procedures. These documents can be easily integrated into the HRIS for better collaboration and decision making.
By using an HR EDM in conjunction with an HRIS, employees and HR managers can easily access up-to-date and relevant information, while automating administrative tasks for more effective management.
Key functions
The essential functionalities of an EDM for human resources (HR) may include:
- Management of application files: store, manage and electronically share candidate applications, CVs and cover letters.
- Employment contract management: electronically store, manage, and share employee employment contracts and confidentiality agreements.
- Training records management: store, manage, and share employee training records and certificates electronically.
- Payroll records management: electronically store, manage, and share employee payroll records and benefit information.
- Corporate Policy Management: electronically store, manage, and share company policies and performance management procedures.
- Access and rights management: manage document access and access rights for employees and HR managers to ensure the security and confidentiality of information.
- Document search: search for documents using keywords and filters for greater efficiency.
- Integration with other systems: Integrate EDM with other systems, such as payroll systems or talent management systems for better collaboration and decision-making.
What are the benefits of an HR EDM
There are numerous benefits and advantages in the use of an EDM:
- Improving document search efficiency: allows employees and HR managers to easily access up-to-date and relevant information, using keywords and filters to search for documents, saving time and increasing the efficiency of human resource management processes.
- Reduced paper document storage costs: Enables documents to be stored, managed, and shared electronically, reducing paper document storage costs and freeing up physical storage space.
- Facilitating collaboration between employees: allows employees to share documents and information in real time, making it easier for employees and HR managers to collaborate for better decision-making.
- Automating administrative tasks: may include tools to automate administrative tasks, such as managing hiring processes, managing training processes, managing payroll and benefits processes, and managing performance.
- Reporting and follow-up for HR managers: can provide reporting and monitoring functionalities for HR managers, to help them make strategic decisions based on up-to-date data.
- Information security and confidentiality: allows you to manage access to documents and the access rights of employees and HR managers to ensure the security and confidentiality of information.
