Employees, but also suppliers and customers. Every single person who comes into contact with the company produces a more or less large amount of documents. And these must not only be created: they must be reviewed, managed, filed, shared, possibly modified and therefore preserved over time. Thus it is obvious that document management represents a particularly delicate aspect for any type of company, especially now that, very often, employees are not in the office. In fact, if between November 2017 and March 2020 only 480 thousand people had used at least one day to work from home, between March and July 2020 this increased to 1.5 million. As is well known, remote working offers great advantages for companies and workers, even in a context of normality such as the one that awaits us once the health crisis is behind us: for this reason it is doubly important to rethink personnel document management processes and methods.
The main obstacles for remote working
As anticipated, remote working ensures many benefits, such as, for example, increased productivity and reduced costs for the company. Undoubtedly, however, the introduction of home working in an emergency form has also highlighted the disadvantages for companies that were not adequately prepared for the transition. For example, this means reduced corporate involvement, the difficulty in managing working hours and the lack of the necessary IT tools. In many cases, however, the greatest difficulties arose precisely around document management.
Document management in remote working
Think about what it means to face remote working within a company in which document management is done without the necessary technologies. Essential documents for normal business operations, if in hard copy format, are shared through scans or photographs, leading to delays, inaccuracies and errors. But that’s not all: think about how difficult it can become to draft a document by several people, with subsequent revisions of the same project shared via email within a group of colleagues, with a long series of additions, changes. and revisions, making it extremely difficult to manage the correction process with the proliferation of different files. And that’s not all: once completed, the created file must be stored on one of your personal PCs, without therefore any real guarantee of a high level of security.
Traditional document management is now insufficient in normal office life, and is confirmed to be totally inadequate in the face of the typical needs of remote working. After all, in a scenario where every new document is created digitally, why should we resort to printing? It therefore becomes essential to be able to count on software for correct document management, starting with the tools for personnel document management.
The necessary software applications for personnel document management
To meet stringent legal requirements, to simplify the work of Human Resources, to quickly find all the necessary documents relating to every single person who came into contact with the company: in all cases the solution is made up of the best and most modern software for personnel document management. Through these solutions it is possible to efficiently and securely manage and archive every single document relating to human resource management, shift organization, travel and employee safety.