In the current scenario, digital transformation is redefining corporate dynamics, and the Human Resources (HR) sector plays a crucial role in modernizing businesses. In this segment, document management, once marked by stacks of paper and manual processes, now demands agility, security, and efficiency. For this, relying on technological tools is a necessity.
What is document management in HR?
The HR department must handle a massive quantity of documents—contracts, payrolls, performance evaluations, internal policies, and much more. Efficient management of these files—tracking sending, returns, signatures, verification, etc.—is not just a matter of organization; it is a critical factor for business success.
According to CEO of Digital Helper + Assine Bem, Carlos Henrique Mencaci, technology is indispensable in this scenario. ‘Those who manage people handle highly relevant data. Physically managing this information, or operating outside ideal platforms, tends to make the function unproductive, devoid of strategy and security, as much of the effort goes into organizing paperwork,’ he explains.
Which technologies make document management smart? Discover five tools for HR!
Research by Think Work Lab revealed how HR departments still struggle with bureaucracy and a lack of automation. According to the data, Brazilians spend an average of 16.9 weekly hours—38% of their workday—on bureaucratic tasks. For about 22% of the professionals surveyed, these tasks were monotonous and repetitive, aspects considered demotivating. Moreover, the vast majority (40%) took no practical action to make people management more technology-driven and less manual. In this context, Mencaci lists five useful tools to kickstart this system modernization:
1. Document Management Systems (DMS)
A DMS enables centralized and secure creation, storage, organization, and sharing of files over the Internet. With features like indexing and quick search, HR can access any data in seconds, eliminating time wasted on manual searches. ‘Platforms such as Digital Helper + Assine Bem provide this environment, integrating with other tools to facilitate workflow automation,’ says the CEO.
2. Electronic Signature
Signing documents is a critical step in HR, whether for contracts, hires, dismissals, or agreements. Electronic signature tools ensure legal validity, speed, and protection. With them, documents can be sent, validated, and stored without printing or physical movement.
3. Cloud Storage
Cloud storage is essential for ensuring the accessibility and security of documents in an online environment. This mechanism allows accessing information from anywhere, at any time. Additionally, data encryption and automatic backups ensure information security.
4. Collaboration and Sharing Platforms
Tools for remote meetings, task planning, and progress tracking facilitate team collaboration and secure material sharing. With them, HR can create efficient workflows, approve documentation in real-time, and keep all stakeholdersaligned.
5. Integrated Artificial Intelligence
Systems with native artificial intelligence (AI), designed specifically for the site, are crucial for optimizing the service provided. ‘At Digital Helper + Assine Bem, AI is tied to the digital signature process. With it, people can ask specific questions about the content they are about to sign, reducing the need to consult an expert and avoiding future mistakes,’ explains CEO.
Finally, for Mencaci, intelligent management is not just a matter of technology but of survival in today’s market. ‘Companies that adopt these configurations gain productivity, security, and competitiveness while reducing costs and risks,’ he concludes.
