Software for Document Management or HRMS

 

Software for Document Management or HRMS?

One of the most important tasks of the Human Resources department of any company is to take charge of document management and all the necessary information so that each worker can carry out their function in the company. This, despite being crucial, is not the only thing that this department has to take care of, but it takes part of the hours that the Human Resources manager dedicates to your company. We are talking about the so-called (and dreaded) paperwork, whose management is mandatory, and many times it means that there is no time to dedicate properly to what makes a difference; Workers. How can you solve this problem that your Human Resources department also suffers? With a software for the management of Human Resources or HRMS.

 

Thanks to new technologies, this is changing and companies can automate some processes that previously took hours. Do you want to know how to get rid of the most cumbersome tasks and digitize them to save time and avoid human error? Keep reading.

 

HRMS refers to 'Human Resources Information System', or what is the same, a system or software to manage all the information related to Human Resources. Does your company already have a similar program? If the answer is negative, what do you need to know to choose the most convenient one?

What is document management in companies?

The amount of information that a company accumulates over the months and years is extremely extensive. Contracts, payroll, reports, cancellations, registrations, records to comply with labor law. Document management aims to give order and organization to all these documents to keep them safe, accessible and updated.

Regardless of the size of the company, document management tools become a necessity sooner rather than later. In addition, trends in Human Resources also seem to go in that direction. The automation of processes to make them more efficient has already been implemented in many companies, and some of them even use AI (Artificial Intelligence) to collect data and VR (Virtual Reality) to, for example, end sexual harassment or conduct interviews in which the employer can get a better idea of ​​the candidate's skills. Another trend that has been going strong is the analysis of Human Resources or HR Analytics, with which it is necessary to carry out a follow-up of statistics to be collected. That is, more information for the Human Resources department.

 

What is a software for document management or HRMS?

Before the digital transformation, HRMS was known as a system to manage Human Resources. Today, HRMS are software that serves to connect the administration of people in the company with tools to manage information and communication between them: they store, process and control all kinds of employee data. Thus, all activities and processes related to Human Resources can be brought up to date digitally and electronically. By centralizing all information about employees in a single repository, it is easier to manage the processes related to this department. They are like intelligent databases with people's information, which improve the interaction with that information, the treatment and the visualization: they make it something valuable, accessible and easier to use in decision-making, in trend analysis. , and, ultimately, on a day-to-day basis 

Another way to define it is to understand an HRMS as the platform that allows a company to plan Human Resources costs in a more effective way and improve the quality and productivity of all members of the organization. How? A Human Resource management program allows you to control activities such as accounting, personnel management, hiring, and payroll, and use fewer staff for administrative tasks. 

In addition, a software for document management also provides something that a Human Resources department, without it, would not have; transparency. If the program stores the information in the cloud (the software that allow it are usually the most efficient), it can be consulted and even managed by all the workers (or, if it has a permit system, by those you want).

Benefits of using a software for document management or HRMS

Why would you have to have an HRMS in your company? In short, a document management software will have all these benefits:

 

• Improve the organization of the company     
• Helps you stay up-to-date on rules and regulations
• Save time
• Allows you to focus on the Human Resources strategy (which has to do with dealing directly with workers)
• Improve the employee experience
• It is an easy and practical tool, as well as intuitive for both you and your employees
• Provides transparency to the treatment of information 

Whether you have a small or medium-sized company, and regardless of the sector or type of activity, Human Resources management software will simplify your day-to-day life.

The document management on paper (i.e. paper), becomes obsolete within a few months of life of a company, or when it has more than two workers (i.e., prontísimo). Paper documents always run the risk of being damaged, misplaced, and also it takes a long time to find a specific document if it is archived with many others! When document management is digitized, this only takes a few clicks. Accumulating papers only leads to chaos and a poorly optimized use of office space, with software all information would be centralized and, in addition, it would not occupy physical space.

A software for document management would also save you the privacy problems that paper documents have; everyone can access them more easily, even people who shouldn't. Allowing access to certain data only to certain workers will improve the reliability in the handling of the information, and the security and protection of this. This is especially important for these times, as there have never been so many data protection regulations .

And the thing does not end here; An HRMS Software also helps efficiency, since it will earn the Human Resources department hours that it can invest in other functions and strategic projects, beyond the administrative side of personnel management. In the same way, employees will be able to more easily access their own information, managing it more actively and being able to update it. Many times from the comfort of their mobile phones.

Ultimately, a specialized program will simplify repetitive tasks and make the overall job more efficient. For example, when an employee has to request the payment of mileage expenses, with a comprehensive Human Resources management program, they can do so without the need for another person to intervene and supervise them. By creating standard procedures, it is much easier for the entire organization to learn how these tasks work and reduce paperwork errors.

How to choose a good software for document management?

Most professional HRMS Software offer flexible designs that allow you to work with databases and gradually integrate different functionalities, such as the creation of reports and the analysis of information accurately and quickly. But it's not just about that. 

If your company wants to invest in an HRMS, there are two key aspects that you have to look at: on the one hand, if it truly simplifies the administration of documents and, on the other, if it streamlines the management of human resources. It seems obvious right? Don't let other extra features blind you: what your company really needs is a document management and HR program that has tools to improve productivity, such as:

 

•      Personnel and application management
•      Report of absences and medical leave
•      Receive alerts by e-mail
•      Self-management by employees
•      Organization charts
•      Fixed and variable remuneration administration
•      Career planning
•      Quick report creation
•      Monitoring of employee performance. 

However, if you want to take a closer look and choose a document management software that becomes the key tool for your company's Human Resources department, you have to make sure that it meets the following requirements:

• It must allow synchronization with your absence software, if you have it, to be able to manage sick leave, permits and any information related to this area. In the same way, it has to be integrated with whatever tool you are using in your Human Resources department (and want to continue using it in the future).

 

• You must make the payroll and any type of information about the worker visible to him.

 

• It must have a permit system that allows privacy for workers. That is to say, an area only for each employee, in which they have all their documents stored.

 

• It must be available on any device (that is, you need to have a mobile application), online and without the need to install or download anything.

 

• It must be compatible with any type of file, so that the information can always be uploaded to your database.

 

• It must enable internal communication with the entire company and the exchange of documents.

 

• It must comply with the security regulations and the LOPD.

 

What do we offer at Factorial HR?

At Factorial we have focused the development of our online solutions on two essential modules, which bring together all the aforementioned tools with the aim of improving and optimizing Human Resources management in general, and document management specifically:

 

1.  Factorial HR: It is a HRMS software designed to manage vacations, absences, sick leave, advanced reports on absenteeism, salary, staff turnover, management of compensation plans, and much more. And we do not forget the employee portal so that they can manage and consult all the information!

 

2.  Factorial Payroll: This is a program for automated and online payroll management (hiring, payments, accounting, remuneration, etc.) and administration of taxes and Social Security.

If your company makes the effort to choose the correct HRMS, the one that fits with its objectives, mission and values, it will undoubtedly be investing in its future and in its success