2023-06-05 11:28:34
Digitization of documentation in organizations reduces costs, improves security and confidentiality, while automating processes and optimizing physical space.
The 21st century is the century of digitization. New technologies are allowing organizations to implement a series of innovative solutions that help them improve efficiency and increase your productivity. With fewer resources they are able to do more things. And do better. These technologies also have the advantage that they can be introduced in any department.
Currently, One of the areas of companies that are adopting technology the most is Human Resources. This department responsible for managing people and work teams is seeing how there are more and more technological tools that promote more efficient management of employee documents and data. These new technologies are transforming management in Human Resources.
Specifically, the use of a document manager It is becoming more and more popular and common in organizations. Regardless of their size or sector of activity, organizations are learning how cloud and digital management of company documents generates a series of competitive advantages that few companies give up when they discover them.
Advantages of using a document manager
In the field of Human Resources, the implementation of business management software has as its main impact the saving time and the possibility of working without physical files. Or, at least, reduce them to the maximum. Huge amounts of paper, reports, payroll, work life, vacations… Thanks to the use of a document manager, all this information is digitized and shared in a space in the cloud in a safe and accessible way.
Security and confidentiality is another of the most relevant factors when implementing a document manager within the company, since these programs allow set permissions and control access to documents more rigorously.
This digitization and storage in the cloud implies another benefit: a more efficient file management. Human Resources managers can access specific information in a very simple way from the computer itself, without having to go to the shelves and search among hundreds of filing cabinets and paper documents. The productivity and efficiency of Human Resources skyrockets with tools that promote fast and secure access to key employee information.
By centralizing all the information and documentation, those responsible They have everything organized in a single space, making it easy to find, retrieve, and share your files. This process automation also helps, among other things, the generation of new contracts, the management of work permits and, ultimately, streamlining administrative procedures. And all reducing the margin of error of humans.
We cannot forget, in addition, the economic savings that involves working with digital files. Less paper means fewer prints and therefore no need to dedicate physical space for storage. In addition, the possibility of creating backup copies is also another determining factor when opting for a document manager in the company.
Example of how a document manager works
When managing payroll, for example, a company without this type of solution had to manually collect and organize the data of each employee, calculate remuneration, generate payroll receipts and distribute them physically or send them by email. With document management software, this process is automated, since it is the tool itself that automatically calculates remuneration according to established rulestaking into account factors such as hours worked, bonuses, deductions and benefits.
After generating all the payroll of the workforce in digital format, they are stored on a cloud platform, which allows employees to access electronically through a secure portal or with a mobile app, avoiding the need to print and distribute physical copies. The program could even track changes and updates to employee data, such as salary changes, new deductions, or benefit updates.
Technology is already part of companies and their day to day. Increasing competitiveness and productivity depends on its correct application. And, in the case of Human Resources and document management, this type of solution helps to reduce costs, improve security and confidentiality, automate processes and optimize physical spaces.
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