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How to make HR records management easier with DMS

Looking to ease the burden of maintaining accurate and up-to-date employee records?
woman smiling

Then a document management system (DMS) like Kyocera Cloud Information Manager (KCIM) is what you need. 

In human resources, the importance of proper file management cannot be overemphasised. For employers, keeping accurate records can streamline the hiring process, identify gaps in skills, and save valuable time while carrying out administrative tasks. Not to mention the legal responsibility to adhere to GDPR compliance and ensure data protection. However, in the digital age, managing information is becoming even more challenging due to the volume of data and the tools being used. 

The days when employers had to store employee records in filing cabinets are long gone. But that’s not to say everything has been plain sailing in the digital world. Even with the best practices in place, manual record management is open to costly mistakes. It can also be extremely time-consuming, especially for the HR departments of larger enterprises with hundreds of employees. 

Digital records management 

Those who continue to resist digital transformation will lose out on the myriad benefits and opportunities that DMS can offer a HR department, in addition to putting their employee’s data at risk. Those who prioritise short-term cost savings will pay the price in the long run. 

The results from a PWC survey indicate that the penny has dropped: 41% of HR executives intend to focus on the adoption of digital tools to drive growth. This explains why many organisations are turning to document management platforms such as Kyocera Cloud Information Manager (KCIM) to give structure and protection to confidential employee information. 

Choosing the best DMS for HR

While many document management software on the market offer an organised digital repository to store your business documents, not all options enable a swift transition from data chaos to perfectly organised files. Some solutions require an initial big investment, hundreds of configuration steps, and employee training.

But what if you could reap the benefits of DMS immediately with an out-of-the-box solution? 

Kyocera’s cloud-based document management software, Kyocera Cloud Information Manager (KCIM), allows you to fast-track digital transformation. It’s software that’s scalable and user-friendly, a solution that seamlessly integrates with your existing infrastructure. 

The numerous benefits speak for themselves:

Increased productivity: KCIM creates structured digital storage of employee files, enabling employers to link documents, images, email correspondence, performance reviews, and employee records. With employee data always up to date and neatly sorted by dates, users can easily locate the files they need from any location and make sure they are working on the latest versions of specific documents. Instead of spending hours on tedious administrative tasks, HR can finally focus on the ‘human’ element of Human  Resources, dedicating time to improve employee retention and the hiring process. 

Improved HR compliance: By storing all documents in a standard way, KCIM ensures that annual HR responsibilities such as taxation, KPI reporting, and the renewal of annual certifications can be quickly processed. This is a huge advantage when it comes to responding quickly to any requests from government authorities such as an audit. Finally, KCIM can streamline HR processes by automatically archiving or deleting outdated or non-compliant materials. 

Enhanced security: In its 2021 report, Forrester estimated that the volume of regulatory and legal action related to employee privacy infringements would increase by 50% during the year. In an age of ever-increasing cyberattacks, it has never been more important to proactively protect sensitive employee information. By letting authorised HR managers decide who can view, create, or update employee files, KCIM empowers HR departments to take full control of who and how people can access information. 

Easy set-up and access: KCIM can be deployed in a matter of minutes without any complicated setup requirements. It even grows alongside your business. This means minimal disruption to your work environment – crucial for fast-paced HR departments. In addition to rapid setup, KCIM is also easily accessible via a web browser interface from any location.

According to Forrester, 30% of businesses are planning to spend more on the cloud, security and risk, networks, and mobility. Kyocera Cloud Information Manager is a solution that addresses multiple business pains at once – it gives HR departments a greater bang for their buck. 

If your business needs to streamline its record management, eliminate tedious administrative HR tasks rapidly, and boost digital transformation, then the
Kyocera Cloud Information Manager could be the difference between success and failure. 

Do you want to join the winning side?

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