A document management system empowers HR processes and enables seamless employee relations.
Effective information management is essential for human resources to maintain smooth operations and support the employee experience. HR professionals handle core operations tasks, from onboarding new hires to managing compliance and retaining records. These processes can become cumbersome and inefficient without a robust document management system.
This is where a DMS like DocuXplorer steps in. It is a comprehensive solution that enables optimized workflows so HR departments can focus on what truly matters: people.
Let’s follow recently hired employee Sam as they start a new position. From the moment Sam applies for the position to their training, growth, and development as a skilled professional working on impactful projects, we'll see how DocuXplorer helps HR facilitate each stage.
HR staff can use their document management system to manage job applications submitted by email or via a portal. When an application is ready to be reviewed, HR is notified and can review, approve, or reject it directly in the DMS. This process can be set up as part of a custom automated workflow, whereby one action triggers the next, streamlining the hiring process and saving time.
Sam’s position at the company begins with an efficient, stress-free onboarding process aided by automated document generation and secure file storage. HR staff can tag employee offer letters, tax documentation, NDAs, benefits packages, and contracts and link each employee document (no matter how it’s filed) for easy retrieval.
HR stores Sam’s onboarding documentation in an intuitive document library that allows easy sharing, collaboration, signatures, and more. Once Sam signs an employee agreement (using a built-in DocuSign or ZorroSign integration), the relevant manager is instantly notified, and the document is subsequently tagged and filed.
As Sam shifts from onboarding to training, their learning and development are supported by organized training materials and documents outlining performance goals and outcomes. The HR team can set automated reminders for training deadlines and track each completed task.
Data privacy is built into a robust DMS that helps HR maintain compliance, so Sam will have peace of mind knowing their tax, medical, and other information is protected.
From month to month or year to year, HR manages Sam’s performance records, feedback, and development plans. As Sam’s career advances, digital document management supports promotions and role changes, ensuring all necessary documentation is handled efficiently and securely.
Set reminders to update employee information, ensuring consistency and reducing data entry errors. Track employee performance metrics and progress toward goals, and schedule reports to track which performance reviews have been completed.
DocuXplorer easily integrates with the company’s tech stack through an API or directly with in-house HR software tools, so Sam and other employees never have to suffer from slow, error-prone document processes.
Maintaining positive employee relations is a core function of HR and one that can be substantially improved with efficient document handling.
HR can also use DocuXplorer to track Sam’s certifications and manage company assets like a car, cell phone, and computer. With automated workflows, HR can manage Sam’s expense reports, get approvals, and issue timely repayments.
A document management system is also helpful for case management. It enables HR to document grievances and disciplinary actions and securely and confidentially handle sensitive documents through granular access controls. Thorough audit trails help HR staff stay on top of compliance, positively impacting employee relations.
If Sam decides to move on, HR uses DocuXplorer to facilitate a smooth offboarding process and carefully manage all exit procedures and documentation.
Many companies have stringent document requirements for resignation, exit interviews, severance, and final settlements. Having a sophisticated DMS to track these processes means there won’t be any missed steps or breaks in protocol.
HR can leverage DocuXplorer workflows for exit procedures and archive Sam’s post-exit employee records.
The right HR software delivers flexibility, reliability, and adaptability for teams. As a business grows, a scalable DMS like DocuXplorer will continue to meet diverse HR and employee needs.
Document Management software for HR is flexible and works with each department’s process, providing one consistent, company-wide solution. Let’s recap how DocuXplorer addresses HR’s unique challenges.
Human Resources Needs
DocuXplorer Solutions
By integrating a document management system and automating various HR processes, companies can significantly enhance the efficiency and effectiveness of their HR departments. This reduces the administrative burden on HR staff and improves the overall employee experience, leading to higher satisfaction and productivity.
DocuXplorer’s consulting and support services also help Human Resources optimize document and business processes. Sam’s story highlights the impact of document management software for HR. It reduces administrative burdens, enhances compliance, and improves internal relations, which translates to happier employees.
