HR Information Management Systems - Your Compliance CoPilot

What is an HR Information System [HRIS]?

A HR Information System is a software solution that centralises the management of an organisation's human resources functions and processes.

HRIS also serve as a compliance tool that reduce administrative burdens, and as a channel for improving employee engagement by utalising personalisation.

HRIS integrates HR activities with employee information, powering data-driven decisions by setting and tracking KPIs. The HRIS software can be tailored to your organisational structure and employee culture, or It can be introduced to promote positive changes in these areas.

What are the Information Management Challenges in HR departments?

Ensuring Compliance

HR records are subject to constantly changing legislation. Addressing regulations like the General Data Protection Regulation (GDPR) is essential to display trustworthiness.

Record Keeping and Retention

HR departments track large amounts of employee information. In doing this, they must ensure all records are up-to-date, easily accessible and stored only as long as necessary.

Security and Accessibility

HR managers are responsible for restricting the sensitive data in employee case files while making it available upon request for audits or legal proceedings.

Integration

Using multiple systems to manage employee data and circulate information can lead to productivity issues and data sprawl.

Manual Processing

Processing lots of administrative paperwork can be time-consuming and error-prone. It also limits the time you can spend on employee engagement.

Audit Trails

Audit trails record all the actions taken on HR files. The audit trail is automatically generated using the information in your records management system - this validates that your electronic documents are legally admissible and comply with data privacy regulations.

Advanced Searching

You can perform full-text searches or group documents with common properties. This is useful when regulatory requirements change. For instance, you can quickly search all records by 'document type' and update their retention schedules simultaneously.

Restricted Access

Role-based restrictions ensure the safety of your records. The system caters to complex and dynamic staff structures - only authorised employees can access information.

Secure

Digital files are safe from damage and theft, while backups ensure your critical information is never lost.

Smooth Integrations

Digital integrations allow your HR department to support company-wide workflows. For example, an HR case file can be used seamlessly in AP department workflows. Communicating with third parties like MS Business Central is used to streamline and automate administrative work.

Automation

Digital enablements can be used to automate many of the manual administrative tasks that occupy the time of HR professionals. By undergoing digital transformation, employee onboarding, performance reviews, and many other HR processes can be automated to free up time for strategic initiatives and interpersonal development.

How do Digital HR Systems Improve Outcomes?

When you apply the philosophies of digital transformation to your HR department, you unlock all the advantages of digitisation and automated workflows. However, it is the freedom they buy that leads to better outcomes.

Active Engagement

HR document management keeps employees informed and engaged. Better access to information lets you be reactive and frees your time for in-person interaction - employees feel these benefits, increasing satisfaction, retention, and productivity.

Onboarding and Retention

Onboarding is critical to the employee experience and setting expectations. When you automate, new hires are engaged instantly.

Remote

A centralised HR system makes documents easily accessible from all locations. You ensure remote employees access the same information and resources as their in-office colleagues, improving collaboration.

Office Culture

How staff participate in office culture is a product of how they are nurtured during development. Using information management to track growth and demonstrate company values can foster community and accountability, leading to a positive office culture.

The Benefits of Building a Digital HR System with a Digitisation Partner

Finding a partner that understands the needs and nuances of your business processes is essential to create a bespoke digital HR system.

An information management specialist can build from the ground up, embedding their quality and security assurances into the architecture of your system.

What Should You Look for in a HRIS Provider?

There are several factors that differentiate the effectiveness of a digital transformation partner. You should consider the following when choosing a partner to develop a HR system that is fitted to your needs and goals.

Standardisation

Do they take a holistic approach to digital solutions? Your partner should ensure that a system functions as more as the sum of its parts, leaving room to integrate other aspects of your business by introducing an accessible, standardised, and transferable format.

Simplification

How do they translate physical to digital format? Your digital HR system should be free of extra steps or complexity. Your partner should recognise the critical path for transforming your processes onto a digital landscape

Security and Quality

ISO27001

The framework for safeguarding against security threats like data breaches, hacking, and unauthorised access. This measure includes requirements for risk assessment, security controls, and incident management. A digital HR system formalises the parameters of ISO27001 in its architecture. This system outlines the management and protection of sensitive information.

ISO9001

Specifies the requirements for a quality management system. This regulation applies to any business regardless of size or industry. Digital HR systems facilitate easy system analysis, including the structure, responsibilities, and procedures required for effective quality management.

BS10008

The British Standard outlining best practices for transferring electronic information between systems—for example, migrating paper records to digital files and safe data storage and transfer. Digital HR systems help you verify and authenticate all your information. In turn, you can avoid the legal implications of poor information storage.

Digital Transformation

Your HR system serves as a pillar for connecting content with other digital enablements. With further integration and digital transformation, your HR management system can grow into a holistic information management system that improves company-wide communication, productivity and outcomes.

HRIS Related Services

Eforms

Eforms, or electronic forms, are digital documents that simplify data collection using input fields to standardise responses. The gathered information can generate real-time reports and power workflow automation.

But, eforms aren't just a paper replacement. They are a method of transforming paper processes into digital workflows with many advantages over their physical counterpart.

Invoice Processing

Automated invoice processing, or AP automation, introduces AP software and workflow digitisation to finance departments that removes the necessity for manual intervention.

Digital Mailroom

A digital or virtual mailroom service transforms inbound paperwork into digital information for secure sharing throughout an organisation. The system operates by centralising physical mail delivery for digital redistribution.

Digital Records Management

Utilising bulk or production scanning services you legacy records can transformed into a digital archive. Once digital you have the power to involve old information in current workflows without risk of loss or damage and without searching. A Digital Records Management System is the catalyst for holistic HR information management within your organisation.

HR Information Systems [HRIS]