HR DMS, the ideal partner for your HRIS

Introduction

A document management system (DMS) for human resources (HR) is a key tool to improve the efficiency of human resources management processes in companies. It provides employees and HR managers with easy access to up-to-date and relevant information, while reducing costs associate with storing paper documents and facilitating collaboration between employees.

Why is document management useful for human resources?

A document management system (DMS) for human resources (HR) is a document management system that stores, manages and shares documents about company employees electronically. It enables employees and HR managers to easily access information such as application files, employment contracts, training files, pay documents, company policies and performance management procedures.

Common features include staff data management, recruitment process management, company policy management, training process management, pay and benefits process management and performance management.

It can also include tools to automate administrative tasks and talent management processes, enabling employees and managers to concentrate on more strategic tasks.

An HR DMS can also provide reporting and monitoring features for HR managers, to help them make strategic decisions based on up-to-date data and to improve talent management processes.

HR DMS and HRIS, are they two different things?

Document management for human resources (HR) can be used in additions to an integrated human resources management system (HRIS) to improve the efficiency of human resources management processes.

An HRIS is a comprehensive tool to manage all human resources management processes, from managing talent to pay, not forgetting company policies, training, employee benefits and performance management.

An HR DMS solution can be used to electronically store, generate and share employee documents, such as application files, employment contracts, training files, pay documents, company policies and performance management procedures. These documents can be integrated easily into the HRIS for improved collaboration and better decision-making.

By using an HR DMS alongside an HRIS, employees and HR managers can easily access up-to-date and relevant information, while automating administrative tasks for more efficient management.

The key features

The essential features of a DMS for human resources (HR) may include:

• Management of application files: electronically store, manage and share application files, CVs and cover letters from candidates..
• Management of employment contracts: electronically store, manage and share employment contracts and non-disclosure agreements of employees.
• Management of training files: electronically store, manage and share employee training files and certificates.
• Management of pay documents: electronically store, manage and share pay documents and information about employee benefits.
• Management of company policies: electronically store, manage and share company policies and performance management procedures.
• Management of access and rights: manage access to documents and access rights of employees and HR managers to ensure information remains recure and confidential.
• Document searching: search documents using keywords and filters for increased efficiency.
• Integration with other systems: integrate the DMS into other systems, such as payroll systems or talent management systems for better collaboration and better decision-making.

What are the benefits of an HR DMS

There are many benefits and advantages in using a DMS:

• Increased efficiency in document searching: provides employees and HR managers with easy access to up-to-date and relevant information using keywords and filters to search documents, which saves time and increases the efficiency of human resources management processes.
• Reduction in paper document storage costs: makes it possible to electronically store, manage and share documents, which reduces the costs associated with storing paper documents and frees up physical storage space.
• Facilitates collaboration between employees: enables employees to share documents and information in real time, which facilitates collaboration between employees and HR managers for improved decision-making.
• Automation of administrative tasks: may include tools to automate administrative tasks, such as recruitment process management, training process management, pay and benefits process management and performance management.
• Reporting and monitoring for HR managers: may provide reporting and monitoring functions for HR managers, to help them make strategic decisions based on up-to-date data.
• Secure and confidential information: makes it possible to manage access to documents and access rights for employees and HR managers to ensure the information remains secure and confidential.