What is the document management problem SMEs face?
“Where’s [Employee’s name here] employment contract?”
“How many sick leave days has [Employee’s name here] had this year?”
“Has [Employee’s name here] completed the new Health and Safety training?”
“Has [Manager’s name here] been told he’s in the Labour Court next month because we didn’t have the required statutory records in relation to [Employee’s name here]?”
Understanding and valuing the HR Function in the Organisation is one thing. Demonstrating this by having a functioning HR Documentation system is another. And if a Business doesn’t have its HR Documentation house in order, there will be problems. Guaranteed.
HR Duo’s service is like Software-as-a-Service. You don’t have to buy and own the software, or incur the cost of associated hardware to operate it. You just pay a cost-per-employee, and from there, we’ve got your back where HR matters are concerned.
HR Document Compliance
Employee files contain highly sensitive information; controlling access is critical. Further, the laws and regulations governing employee documents are extensive – and GDPR places particular emphasis on personal information of the type held by HR systems. It is critical that you have systems that help you manage compliance with GDPR, supporting retention schedules, providing easy reporting on missing or expiring documents, and protecting sensitive information with secure, role-based access.
HR Duo keeps one step ahead of compliance, so you can enjoy a good night’s sleep.
We make sure you are 100% compliant, have access to the latest legislation and information, and when required, can receive case-specific advice and support. It’s outsourced HR expertise and execution, supported by cutting-edge cloud technology.
As part of its service to clients, HR Duo does something else we feel is very important: we allow you to focus on what you do best in terms of managing and building your business.
Being small is not an excuse. Every SME needs a HR software system that records and provides employee reports, whether the details are salary, performance, sick leave, or holidays. As part of this, Employee-related electronic calendars are maintained, recording contract periods and dates, completion of probation and periodic performance reviews.
HR Duo’s clients can concentrate on what they do best because we create, populate and manage a comprehensive HR Document Management system on their behalf.
Compliance and all other aspects of HR Administration are professionalised – efficiently and cost-effectively.
Which means neither your Company nor [insert your Manager’s name here] have to look less than 100% competent and legally compliant where [insert your Employee’s name here]’s HR documentation is concerned. Or anyone else’s, for that matter.
What are the obligations on employers in relation to HR Documents?
- Ensure employees and HR teams see only documents they are allowed to see, based on document type or user role
- Keep track of all documents and take action if some are missing/altered
- Keep track of documents that expire (visas, certifications, Garda Vetting etc)
- Maintain an audit trail that tracks actions performed on a document, such as sharing, downloading, and deleting
- Securely share documents with authorised third-parties if appropriate
- Define retention schedules for each document type, managing global compliance with GDPR
- Actively manage the entire document lifecycle for employee files, from creation to deletion.
What are the steps to implementing a document management solution?
It may sound daunting, but implementing a document management system for HR is straightforward. It is a core element of HR DUO’s offering and the steps are as follows:
To manage any HR documents effectively, you need to collect and collate them into an easy-to-access format. For most SMEs this means gathering information from several sources.
You will need to scan paper documents, import emails and download from old software systems. The goal is to eliminate clutter and time wasted searching for documents.
GDPR obligations today are very significant from an SME owner’s perspective.
Luckily, with a quality document management system in place, complying with GDPR is reasonably straightforward.
You will be able to protect and secure sensitive documents by default. Compliance is critical and will likely only become more so in the years to come.
When you have a well-organised document system, it leads to improved overall performance and better-informed decision-making throughout all areas of your business. You will free up time and have more accurate information for payroll, training and certification and meet the expectations of your employees.