In many cases, documents are required to support information in the HRIS software system. This may include documentation like a copy of identification and reference letters for initial hiring files or incident reports to explain missing work time. When document management systems are separate from HRIS, it may be more difficult to keep related information from being easily accessed together quickly.
What Are Document Management Systems?
Document Management Systems, or DMS, started off as electronic versions of the filing cabinet systems of old. These electronic files held all of the documents that were needed to support HR files and could be accessed remotely for convenience. Since the introduction of these simple systems, upgrades have been made to provide greater organization and accessibility.
Coding of Forms
DMS now organize forms using specialized codes. This coding system helps to provide a standardized system for documentation that can be very helpful for large and global organizations.
When Are DMS Needed?
Organizations may differ greatly in the need for DMS and the way that DMS are used. Organizations that have compliance requirements for employee training that frequently need to be updated may wish to use DMS instead of paper files. Paper files can become disorganized and end up causing compliance complications.
What Can Be Managed with DMS?
Most DMS include features that allow the storage, control, and management of documents such as:
- Scanned paper documents
- Electronic documents
- Electronic files
Integrating DMS and HRIS
The natural inclination is to integrate DMS with HRIS. This can be done in several different ways, depending on the specific systems and the main uses for the documents.
Some DMS can be linked to HRIS so that when a document is entered into the system along with human resources information, it is stored in such a way that it will be automatically recalled with the information that it supports. Other systems may keep these files separate, so that the information remains in the HRIS and the documents remains only accessible through the DMS.
Benefits of Linking HRIS and DMS
Linking a HRIS and DMS may benefit organizations in many ways. The ease of access to important documents promotes faster and more efficient human resources management and regulation compliance, as well as improved communication across many levels of the company. The automation of documents saves the company on costs such as paper, storage, and shipping.
Risks of Linking DMS and HRIS
The main risk of linking DMS and HRIS is the possibility of a security breach. HRIS may be accessible to more people than DMS and may not have the same security measures in place. It is important for management to ensure that documents will be indisputably secure before linking systems.
Security of Documents
Even purchasing a DMS with guaranteed air-tight security does not necessarily ensure that documents will remain secure within the organization. When implementing a DMS or integrating it with a HRIS, managers must take steps to make sure that only the relevant parties have access to sensitive information. This may require careful planning and training, but may result in dramatically improved document management throughout the company.