Why document management needs to be digitalised.
Every process in HR begins or ends with a document. This is precisely why efficient document management is essential. It supports the management of digital HR documents, be it the creation, archiving or process-supported editing.
Although 90% of data is already automated in most companies, this only applies to 30% of document-based processes. Digitisation of document management not only offers enormous potential for efficiency and cost savings, but also for ensuring greater legal and data security.
There are other reasons why document management needs to be revolutionised. Without digitised processes, up-to-dateness, data security and transparency can no longer be adequately guaranteed. Modern document management includes the centralised administration of templates, the versioning of these templates and the transfer of data from the HRIS system. This leads to increased efficiency, error reduction and greater transparency. The introduction of a digital personnel dossier, for example, can achieve time savings of 50% - thanks to intelligent search and filing functions and the elimination of copying and printing. Costs can be reduced by 20 % as fewer personnel and printing costs are incurred. There is also a practical side effect: 114 m² of space is freed up for every 1,000 digitised dossiers.
Efficient process management also ensures the error-free workflow of a document. The entire process - from the employee's request to automatic creation, approval by the manager, dispatch and archiving - can be monitored and processed end-to-end, including reports.
A digitalised document management system makes existing content available, automates recurring processes and saves time and costs. Finally, the ecological aspect should not be forgotten: The canton of Lucerne alone manages 20,000 dossiers, which was equivalent to around 10 tonnes of paper before Digitization. Digitised document management is therefore not only modern and efficient, but also actively contributes to environmental protection.