In the current scenario, digital transformation redefines corporate dynamics, and the Human Resources (HR) sector plays a crucial role in modernizing companies. In this segment, document management, previously characterized by piles of paper and manual processes, now requires agility, security, and efficiency. For this, having technological tools is a necessity.
What is document management in HR?
The HR department needs to handle a huge amount of documents – contracts, payrolls, performance evaluations, internal policies, and much more. Efficient management of these files, that is, control of sending, returning, signing, verification, among others, is not just a matter of organization but a critical factor for business success.
According to theCEO Digital Helper + Assine Bem, Carlos Henrique Mencaci, technology is indispensable in this scenario. "Those who care for people hold in their hands data of great importance. The physical handling of this information, or outside of ideal platforms, tends to make the area unproductive, without strategy and security, as much of the effort goes into organizing paperwork," he explains.
What technologies make document management intelligent? Discover five tools focused on HR!
The research conducted by Think Work Lab revealed how HR departments still suffer from bureaucracy and lack of automation. According to the data, Brazilians spend an average of 16.9 hours per week, or 38% of their workday, on bureaucratic tasks. For about 22% of the professionals surveyed, the activities were monotonous and repetitive, aspects considered demotivating. Furthermore, the vast majority (40%) have not taken any practical steps to make people management more technological and less manual. In this regard, Mencaci lists five useful tools to start this update in the systems:
1. Document Management Systems (DMS)
A DMS allows creating, storing, organizing, and sharing files centrally and securely via the Internet. With features like indexing and quick search, HR can access any data in seconds, eliminating time wasted on manual searches. "Platforms like Digital Helper + Assine Bem offer this atmosphere, with integration to other tools, facilitating the automation of activity flows," says theCEO.
2. Electronic Signature
The document registry is a critical step in HR, whether for contracts, hires, dismissals, or agreements. Electronic signature tools ensure legal validity, speed, and protection. With them, it is possible to send, validate, and store documents without the need for printing or travel.
3. Cloud Storage
Cloud storage is essential to ensure the accessibility and security of writings in the environmenton-lineThis mechanism allows opening information from anywhere, at any time. Furthermore, data encryption and thebackupsautomatics ensure the security of information.
4. Collaboration and Sharing Platforms
Tools for conducting remote meetings, planning tasks, and monitoring their progress facilitate collaboration among teams and the secure sharing of materials. With them, HR can createworkflowsefficient, approve documentation in real time and keep all thestakeholdersaligned.
5. Integrated artificial intelligence
Systems with native artificial intelligence (AI), that is, designed for it themselvessite, are essential to optimize the service provided there. "With Digital Helper + Assine Bem, AI is linked to the digital signing process. With them, people can ask specific questions about the content they will sign. This reduces the need to consult a specialist to clarify doubts or prevent future misunderstandings," explains theCEO.
Finally, for Mencaci, smart management is not just a matter of technology, but of survival in the current market. "Companies that adopt these configurations gain in productivity, security, and competitiveness, while reducing costs and risks," he concludes.