Document Management (DMS)

Businesses struggle to maintain employee/enterprise records in a way that ensures compliance with legal requirements and organisational guidelines. Companies can still keep paper records in physical offices or warehouses. However, this method is expensive and lacks the security and quick access/search features required for legal discovery or compliance audit requirements. In addition, paper records cannot be quickly deleted or examined for missing information or expirations. Automation is necessary to deal with these problems.

As a result of rising globalisation, more people are working across numerous places. Countries have different document volume, storage, security, and retention standards. The sheer number and rate of expansion of regional and national regulatory obligations, such as GDPR and COVID-19-driven requirements, and the effects of acquisitions, divestitures, and mergers, produce even more documentation. The need for simple administrative access by employees, managers, and department admins (like HRBP) became especially severe in the context of the pandemic-driven shift to remote work. The main reason was that these jobs suddenly could not access physical records “at the office.” Some employees returned to work, but many do so in a hybrid way. It is unlikely that this driver will ever reach pre-pandemic levels as a result.

DMS allows businesses to store, manage, and retrieve employee records while adhering to regulatory security and retention requirements. 

Standard features include multilevel categories, flexible access management, document tagging to facilitate search, notice and approval, support for digital signatures, and rigorous auditing/traceability.

Benefits

Due to the following factors, digitising employee/enterprise documents can increase process productivity:

• Time saved during information searches.

• Maintenance fees for physical storage.

• Provision of data access with security for supporting processes in central departments (like HR)

• Reducing the danger of utilising outdated or inaccurate legal forms.

• Avoiding potential legal fees and regulatory fines.

Who are the users?

• Department admins
• Employees
• Managers