The Importance of Document Management for HR Departments


HR departments have a lot of sensitive data, so they are often a prime target for data thieves. Here's how to keep HR documents safer and more private.

Destroying Documents

Some HR documents need to be destroyed after a certain amount of time. This could be because of compliance laws or because there is an expiration date to an HR finding. With a digital document management system, this destruction can be scheduled far in advance. There is no longer any need for HR to have a calendar full of days to destroy documents.

Document Security

HR documents are virtually all private and contain sensitive data. Having any of these documents accidentally left out in the open can be terrible for employee morale and compliance laws. The possibility always exists for data theft as well. If someone was able to get into a personnel file, it could cause untold trouble between employees. The best document management system is one that removes those possibilities. With a digital system and cloud storage, those documents are only accessible to HR personnel who need them. They are not available to anyone who wants to see them.

Keeping Records Over Time

Depending on the type of HR document it is, the company may need to keep it on file for several years. The company can't afford for these files to be lost, misfiled, or accidentally thrown out. With digital document management, none of those scenarios is going to happen. The files are within the computer network and stored in the cloud, so they never have to be thrown out to make room. They are searchable in the system, so they can be found easily even if they are misfiled. If your company needs a specific document 10 years down the road, they will have it.

If your business needs better document management, contact us to find out more and to get started with a better system.