Document management, an alternative to HRIS

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In the face of the flow of administrative documents inherent in the life of the company, electronic document management (EDM) solutions are seen as allies. How do these tools cover specific HRIS functions? What are the benefits for companies? The white paper, published by DocuWare and produced by Markess by Exægis, answers these questions.

Annabelle Régnault, Marketing Director for France at DocuWare – © DR

While the digitization of documents had already begun within companies, the health crisis and the emergence of remote work reinforced the need for customized solutions.

“While at the start of the pandemic, many HR departments used collaborative tools for the general public that were not secure and not GDPR compliant, 65% of them – according to the study by Markess by Exægis – now consider automating, simplifying and speeding up the private document process them as a major challenge,” Hinge Annabel Regnoult, France Marketing Director at DocuWare.

Resumes, employment contracts, endorsements, expense reports, invoices, annual interview reports, paid leave applications, training… EDM, which makes all HR documents available in real time, has become essential.

“These solutions enable the management of the entire lifecycle of a document, from capturing it to centralizing it in a secure, GDPR-compliant digital vault, through its automated and collaborative processing, while ensuring its traceability.”she adds.

Also for small and medium businesses looking for simple solutions capable of reducing costs and document processing time, EDM seems more suitable than an HRIS solution.

Moreover, according to a survey conducted in 2020 of 370 HR professionals,

  • Less than 20% said they expect advanced features and tips based on AI and big data.
  • When 59% felt that the full digitization of the HR function was not effective.

“On the other hand, these solutions enhance employee satisfaction and experience internally, through permanent access to their documents remotely.”sets out the Marketing Director in France for DocuWare.

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With the mandatory electronic billing law to come into effect in 2024, business process automation is also increasingly attracting small and medium-sized businesses to EDM. But big companies are not left out.

Chronopost, which has 3,900 employees and delivered 176 million packages in 2019, has chosen EDM DocuWare for its digitization of HR files, mobility and remote work, in order to facilitate the daily lives of employees. Also, the latest profit-sharing campaign for all employees of the company, i.e. 4000 employees involved, was implemented via the solution, and in a few days, 70% of employee options were collected remotely » Annabelle Regno explains.

For its part, Delta Plus Corporation, a player in the medical and social sector that employs 700 employees and ESAT workers (including the majority of those working on fixed-term contracts), has selected DocuWare to digitize and monitor employment contracts, and to physicalize the management of payroll and work accidents.

“For them, the advantage of the solution also lies in its great flexibility of use and customization of workflows. They really took ownership of the tool.” Annabel Regnault adds.

Finally, users applaud the tailored support of DocuWare’s integrated partners, who are quickly available because they are located across the country and who have trained them to set up and set up the tool. This is in order to be independent in terms of management.

To learn more, download the DocuWare white paper: EDM, an alternative to Human Resources Information System (HRIS)

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