HR Compliance in Document Scanning

Compliance for HR made easy with Document Scanning  

Document scanning has many benefits, but this process is especially beneficial for compliance in HR departments throughout Ireland.

In this article, we will take a look at the top benefits of document scanning and how this process can streamline your business’ HR department today.

Automation of Manual Processes    

HR typically involves a lot of loose paperwork that requires manual filling, filing and tracking. Document scanning takes care of all of these processes, reducing any manual errors and tightening up the speed of document management.

This process works by converting paper documents into electronic files that can be stored and tracked with greater ease.

HR departments can automate their data input and management of tasks, reducing errors and the risk of non-compliance.                          

These digital files are also easier to organise and access all round, ensuring compliance with readily available records when needed.

Greater Document Security and Privacy

Document scanning is a highly recommended method for increasing the security of sensitive HR documents. Paper documents can be susceptible to loss, unauthorised access and damage. This can lead to non-compliance with privacy laws such as the General Data Protection Regulation (GDPR).

Digitised documents however are able to be both encrypted, password protected and stored in the cloud or on secure server alternatives.

Documents that have been scanned can also be controlled with access permissions. This means that only authorised individuals are able to view or edit these documents.

With these features, document scanning therefore contributes to HR compliance with data privacy and security regulations.

Improving Audit Preparation

Audits are a key part of HR compliance. Document scanning is a solution that helps the preparation process for HR departments by keeping electronic records accessible and organised.

Digitised documents can also be indexed and tagged for easier retrieval. This saves you time, energy and resources allowing you to direct your focus to more cost-effective areas.

This means that HR staff can promptly provide auditors with specific documents when requested, demonstrating your company’s clear adherence to compliance rules.

Document scanning for audits also creates a digital audit trail. This shows who accessed or modified a document, and at what time. As a result, HR operations are optimised to reinforce accountability and create transparency.

Streamlining Record Management

Streamlining records management is made easier with document scanning.

Some laws require companies to retain HR records for particular periods. Non-compliance for reasons such as misplacement of paper records can result in serious penalties.

When coupled with a robust digital document management system, HR departments are able to set automatic retention schedules and deletion deadlines for singular document types, allowing for compliance with record management laws.

The combination of these benefits makes document scanning an unbeatable choice for businesses who are looking to simplify document storage, protect sensitive information and shift stress from employees and optimise operations more effectively.

Optimising Remote Work Compliance

With the pandemic creating a culture that is geared towards remote working, this ongoing flexibility offers many benefits but also poses fresh challenges. Paper documents create logistical challenges in ensuring safety and privacy.

The digitisation of this paperwork however enables HR departments to enable secure remote access to files. Employees working in remote settings are then able to successfully view and submit documents easily and securely. Meanwhile HR can monitor and manage these processes smoothly.

Document scanning supports HR compliance for remote work, assisting in producing seamless operations no matter the location.

If your business’ HR department is looking for a long-term solution for guaranteed HR compliance, document scanning is a process that should be embraced.

If you’re in need of large-scale back-scanning, require assistance for achieving a ‘paperless office’, or want help with a one-off project, Box-It Ireland provides comprehensive scanning and digital document management services which are tailored to fit your organisation’s unique requirements.

Discover the benefits of converting to document scanning today by getting in touch with our friendly and approachable experts via our contact form, or call us on 04141 41495 for ROI or 02879 633298 for NI.