Leveraging online document storage for HR

There’s been a shift from traditional paper-based document management to the use of secure, accessible and efficient online storage systems in this digital era. Some may even say digital document storage has become essential in a world where data is the lifeblood of business.

From improved employee record management to compliance with data protection regulations and the optimisation of HR functions, let’s look into how online document storage can improve your business operations.

What is online document storage?

As the title suggests, online document storage refers to a cloud-based service or platform that allows users to store, manage, and access documents and files over the Internet. Instead of storing files on a local hard drive or server, online document storage enables users to upload and store their documents securely in a remote data centre.

Online document storage is commonly used by businesses to ensure data security, accessibility, and easy sharing of files across multiple users and devices.

Such documents have previously been managed in paper-based formats. However, an increasing number of businesses are realising the benefits of switching from such old-style manual practices to the streamlined capture, storage and organisation of HR data using remote, cloud-based, servers.

Why should you use online document storage systems?

While there’s been growth in the adoption of online document storage systems, according to a report by Forrester Consulting, 97% of businesses are still either highly or fully reliant on manual, paper-based, practices.

This makes for serious issues, with employees having to spend hours each day searching for documents, meaning they are less productive. And that’s not to mention the environmental impact of creating paper-based documents for everything from payroll to employment contracts.

On the other hand, there’s the option of using efficiency-boosting online document storage solutions.

Let's delve deeper into the advantages for your business.

Cost efficiency and space savings

The saying time is money, definitely applies to the management of HR documents. Hours that might otherwise have to be spent trawling through and recreating missing documents could be saved by switching to an online document storage system.

Online document storage and sharing is also a far more cost-effective choice than the on-site integration of hardware and infrastructure. You can keep to your budget, only paying for the level of storage and resources that you need. And there’s no need to worry about maintenance costs when you can rely on the support of an online document storage provider. 

Digital document storage is a space-saver too, with the easy transfer of your HR documents to a remote server. This will free up space that might otherwise be occupied by filing cabinets and computing equipment. Plus, you can scale the levels of online storage up or down, depending on your business needs.

Secure HR document management

From bank account details to contract agreements, you’ll undoubtedly recognise the importance of securing confidential HR documents. However, the manual safeguarding of sensitive HR data can prove a challenge.

Thankfully, there’s the option of a secure online document storage system complete with features such as encryption and role-based access control.

The integration of an online document storage and sharing system can also make a difference in compliance with UK data protection regulations.

For example, all UK employers are legally required to keep employee’s personal data secure, with extra security needed for the protection of sensitive data. Your employees also have a legal right to be told what records are being kept and how the confidentiality of such records is being maintained.

Such requirements can be met with a secure online document storage system that:

• Is connected with highly secure local data centres

• Maintains an archive of all company documents

• Requires two-factor authentication for account access

• Is monitored to ensure that any admin account changes are genuine

Streamlining document access and collaboration

The organisation and retrieval of HR documents is super easy with an online document storage app. Given a digital connection and the required authentication, employees can access such documents from anywhere at any time.

This opens up the possibility of remote collaboration, which can be a game-changer in terms of organisational efficiency. From quick policy checks to note updates, you can do it all while on the go.

These are the collaborative capabilities of a secure online document storage system:

• Upload key HR documents at the click of a button

• Enable access to a centralised and up-to-date document collection

• Seamlessly share with payroll, performance management, and recruitment platforms

• Automatically notify team members when documents are uploaded and shared

Efficient employee record management

With HR documentation kept in a remote digital space, you stand to benefit from greater record-keeping organisation and efficiency. The file sharing and online document storage system will enable you to locate and access such documents in a flash—saving time that could be spent on other HR activities.

And you won’t have to worry about the breach of data privacy regulations with the option of setting access permissions at the document, folder, or user level.

The secure access, updating, and sharing of employee records is a breeze with an online document storage system. You can enhance the levels of staff satisfaction, with the setting of authorised access to personal documents and automatic document update notifications. With the generation of digital reports, you can see at a glance who has read and accepted such key documents.

Discover secure and unlimited online document storage

Saving time, money, and organisational headaches, there’s no denying the pivotal role of online document storage in modern HR practices. It’s little wonder that so many businesses are prioritising investment in such systems during this age of digital transformation.

Can you really afford to miss out on the cloud-based backup of your HR documentation?

It’s time to realise the benefits of BrightHR's online document storage:

• Unlimited storage capabilites

• Confirmation of key updates with alerts and read receipts

• The ability to access and view HR documents anytime and anywhere

• Assured data confidentiality, with the protection of a system that’s ISO27001 and Cyber Essentials Plus accredited

• And so much more…

Find out more and see for yourself how BrightHR can transform your HR document management. Book your free demo and speak to a friendly advisor today!