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The Benefits of Storing Employee Documents Electronically

The Benefits of Storing Employee Documents Electronically

 Did you know that the average office worker still uses 10,000 pieces of paper a year on the job? 10,000!

One department in every office that uses its fair share is HR. Think of all the employees that are in any given company. Now multiply that by all of the applications, resumés, forms, reviews, and other miscellaneous HR paperwork that is filed for each employee. That’s A LOT of paper. 

You don't need all of that paper to operate an efficient HR department.

Making the leap from paper-based to electronic will make you more efficient, amongst many other benefits. 

Benefits of Storing Documents Electronically

We know that transitioning into a full electronic-based HR department is a lot of work and carries additional costs. However, the benefits of storing your employee documents electronically far outweigh the costs and work involved. 

Some of the many benefits include:

You’ll Save Money

Isn’t that everyone’s bottom line? In the end, switching to an electronic document system can save your company money not only in paper costs but in labor. The United States alone spends about $25 - $35 million a year filing, storing, and retrieving paper.

You’ll Avoid Waste from Outdated Forms

As policies, procedures, logos, and other business assets evolve, it doesn’t take long before the forms that are printed and kept by HR become obsolete. On average, it takes only about 3 months for an HR form to become outdated. That means a lot of waste in both printing costs and paper as new forms need to be made to adjust to the new changes. Electronic forms are quickly and easily changed or tweaked without needing another PO for the printer. 

You’ll Save Employee Time

Time is money when it comes to the workplace, and saving money doesn’t stop with printing costs. The average employee spends 30 - 40% of their time looking for paper information that is either attached to an email in the system or filed away in a filing cabinet. Your employees’ time can be spent more efficiently with electronic documents that can easily be searched and accessed in seconds. 

You’ll Eliminate Lost or Misfiled Documents

HR deals with a lot of important paperwork that needs to be kept as a part of an employee’s file even after they leave the company. That means that it is vital to file documents in the right place every time to avoid looking for a needle in a haystack. However, whenever humans are involved, you have to account for human error, and that means documents will be misfiled and perhaps lost when they are needed most. Electronic documents ensure that important forms are always where they need to be: at your fingertips. 

You’ll Recover from Disaster Quicker

You can make all the preparations possible and practice what you would do over and over again, but the truth is that any kind of natural disaster like a fire or flood could quickly wipe out decades worth of records quickly. Storing your employee files electronically eliminates the possibility that your company could be crippled should one of these catastrophic events occur. 

You’ll Reduce Your Carbon Footprint

Around the world, an estimated 15 billion trees are cut down each year for paper. Switching to an electronic format can vastly reduce your company’s carbon footprint by creating a more sustainable way for your HR department to deal with the “paperwork.”

 

Do you think you’re ready to start saving money, saving time, and saving the environment all at once? Advanced HR is ready to show you how we can help. Our electronic document storage system allows you to collect, process, and store thousands of essential documents without having to touch a single piece of paper. Contact us today to discuss how Advanced HR helps you make the transition to a paperless HR!

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