White paper

Boost your HR department’s efficiency with EDM and process automation

October 16 2018

Human resource professionals spend hours every week searching for information through a ton of files and creating documents with long life cycles. The onboarding process alone involves a dizzying number of documents to be gathered together, filled in, signed, sent and filed. For entrepreneurs who don’t have the luxury of counting on HR-dedicated staff, the impact of manual processes and HR paperwork is enormous. Whatever their size, businesses are still working today in a world where human resource document management is often a burden.

Why do businesses need digital HR?

It’s estimated that every employee generates an average of 20 new documents a year, including performance evaluations and benefit forms. Each new hire adds another 10 documents to the tally, such as the resume and employment contract. A business with 100 employees that hires 8 new people over the course of a year has to generate approximately 2,240 different documents in its HR files. Needless to say, all that manual creation, maintenance and filing of such a high volume of documents poses a huge challenge.

We asked Groupe CT’s clients what their priorities would be if they could optimize their human resource document management. At the top of their list were: timesheet and employee file management, hiring and onboarding processes, employment termination processes and vacation management. They also said their biggest challenges were:

  • Difficulty collaborating effectively and simultaneously on several documents
  • Worries and administrative hassles caused by incomplete employee files
  • Challenges imposed by the need to comply with complex regulations and the growing number of documents required
  • Security and confidentiality concerns related to sensitive information

Find zen in HR workflows

Electronic document management (EDM) provides solutions to the main document challenges human resource teams face, making it a suitable option for businesses of any size. EDM enables efficient management of HR data with automated processes and search features that are as easy to use as Google. It covers the entire life cycle of documents: data capture, electronic signatures, search engines and instant recovery, automatic destruction, etc. EDM can bring significant benefits in HR terms to any business:

1 – Data is generated more quickly because documents are filed in a standard manner based on a structured, automated approach.

2 – Information is secure, ensuring legal compliance. The technology helps protect data by limiting access to authorized individuals only and prevents the loss of documents, in accordance with access to information laws.

3 – Access to documents by authorized individuals becomes flexible. Dematerializing information means it becomes available from anywhere with a simple interface.

4 – Possibility of creating ongoing HR processes, eliminating unnecessary delays and errors.

5 – Paper consumption is reduced because forms are converted into electronic format. Employees no longer need to fill out the same information and your HR department no longer needs to decipher their handwriting.

6 – Personnel management becomes friendlier. HR staff and managers are no longer weighed down by piles of documents, and the company becomes a modern efficiency-driven workplace.

The combined functionalities of EDM reduce manual effort and the risk of errors. Recruiting, onboarding, day-to-day administration and departure files become much easier to manage. This frees up time for your HR department to focus on what it excels at doing.

HR should be about people, not paperwork

Businesses that adopt EDM for their HR departments confirm having saved a significant amount of time and money by cutting down on paper consumption and automating their processes. Instead of spending much of their day managing paperwork and administrative tasks, HR staff can focus more on their main mission: recruiting and retaining talented individuals who create value for the organization. In today’s digital world, it simply makes no sense for qualified HR staff to be burdened with outdated workflows and paper systems.

Can you afford to wait?

Research firm Gartner predicts that the use of document management software will be standard practice in HR departments in the next five to ten years. Businesses that have already completed their transition have a competitive advantage: in addition to revolutionizing the employee experience within their organization, they also possess key data to analyze their HR performance. Well-equipped to make strategic human resource decisions, they’re swiftly progressing toward the future world of work.


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