Manual File Management Processes in HR are Costing You More Than You Think

File Managment Doesn't Have to be Painful

Jul 21, 2023

Let me introduce you to Nisha, an HR professional at a rapidly growing Indian startup. Nisha is passionate about her job, but she often finds herself struggling with the manual process of collecting and managing employee documents.

Like many HR professionals, Nisha has to collect a variety of documents from employees, such as ID proof, address proof, educational certificates, and more. However, she has to do this manually, either by visiting each employee in person or by sending out multiple emails to follow up with them.

The process is time-consuming and often leads to delays, which can be frustrating for Nisha and the employees. Plus, there’s always the risk of missing a document or making a mistake, which could lead to costly compliance issues.

Nisha has been feeling the stress of these manual processes, and thought she could just upload files into Zoho or on her Google Drive, but she realized she was STILL having to do all the collecting and never knew if she had the most updated documents in place. Alas! There is a solution: a modern document management system. Sometimes referred to as a File Management System.

With a document management solution, Nisha can automate the entire process of collecting and managing employee documents. Instead of sending out emails and making phone calls, employees can upload their documents directly to the system. Nisha can then review and approve the documents with just a few clicks.

Not only does this save Nisha time and reduce the risk of errors, but it also saves the company money. By eliminating the need for manual processes, the company can reduce labor costs and improve efficiency.

Nisha is thrilled with the new system and has even had time to pursue some of her favorite hobbies, like cooking and watching cricket. She’s also more confident about the company’s compliance status, knowing that all employee documents are up-to-date and in compliance with all applicable laws and regulations.

In conclusion, manually collecting and managing employee documents can be a costly and time-consuming process for HR professionals like Nisha. However, with the help of modern document management systems, HR professionals can streamline their processes, reduce costs, and ensure compliance with ease. So if you’re an HR professional struggling with manual document management, consider upgrading to a document management system and enjoy a more relaxed work life.

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