Intelligent document management: 5 technological tools for HR

In the current scenario, digital transformation redefines corporate dynamics and the Human Resources (HR) sector plays a crucial role in the modernization of companies. In this segment, document management, once marked by stacks of paper and manual processes, now requires agility, security and efficiency. 

What is document management in HR? 

The HR area needs to deal with a huge amount of documents - contracts, payrolls, performance evaluations, internal policies and more. The efficient management of these files, that is, the control of sending, returning, signing, checking, among others is not only a matter of organization is a critical factor for business success. 

According to the CEO from Digital Helper + Sign Well, Carlos Henrique Mencaci, technology is indispensable in this scenario. “Who take care of people, have in their hands data of paramount relevance. The physical handling of this information, or outside ideal platforms, tends to make the area unproductive, without strategy and security, because much of the force goes to the organization of the paperwork”, he explains. 

What technologies make document management smart? Learn about five HR-focused tools! 

The research carried out by Think Work Lab revealed how HR's still suffer from bureaucracy and lack of automation. According to the data, Brazilians spend, on average, 16.9 hours a week, or 38% of their workday, with bureaucratic tasks. For about 22% of the professionals heard, the activities were monotonous and repetitive, aspects considered demotivating. Still, the vast majority (40%) did not make any practical move to make the management of people more technological and less manual. In this sense, Mencaci lists five useful tools to start this system: update: 

1. Document Management Systems (DMS & Document Management Systems)

A DMS allows you to create, store, organize and share files centrally and securely over the Internet. With features such as indexing and quick search, HR can access any data in seconds, eliminating the loss of time with manual searches.“Platforms such as Digital Helper + Sign Well offer this atmosphere, with integration with other tools, facilitating the automation of flows of” activities, says the CEO. 

2. Electronic Signature

The rubric of documents is a critical step in HR, whether for contracts, admissions, layoffs or agreements. Electronic signature tools ensure legal validity, agility and protection. With them, it is possible to send, validate and save documents without the need for printing or displacement.

3. Cloud Storage

Cloud storage is critical to ensure the accessibility and security of writings in the environment online. This mechanism allows you to open information from anywhere, at any time.In addition, data encryption and the backups automatic guarantees security to information.

4. Collaboration and Sharing Platforms

Tools for holding remote meetings, planning tasks and tracking their development make it easy for teams to collaborate and securely share materials workflows efficient, approve real-time documentation and maintain all stakeholders aligned.

5. Integrated artificial intelligence 

Systems with native artificial intelligence (AI), that is, elaborated for the proper site, they are fundamental to optimize the service done there.“Na Digital Helper + Sign Well, AI is linked to the digital signature process. With them, people can ask specific questions about the content they will sign. This reduces the need to trigger a specialist to ask questions or future mistakes”, explains the CEO. 

Finally, for Mencaci, intelligent management is not just a matter of technology, but of survival in the current market.“Companies that adopt these configurations gain in productivity, safety and competitiveness, while reducing costs and risks”, he concludes.