The storage of personnel records can be a common issue for HR teams. With legal requirements to retain documents, paperwork such as leavers’ files can gradually take up valuable office space.
HR records must be stored in line with The Data Protection Act, to ensure employee information is safeguarded. This means storing information in a secure environment, with controlled access.
Many teams operate in open plan office spaces, with paper records stored in unlocked filing cabinets, which can provide opportunities for access to unauthorised staff, putting confidential information at risk. Have you considered the consequences of your information falling into the wrong hands?
How secure are your HR records? Secure Document Storage and Data Capture Services can protect records in more ways than one. By using such services, you could potentially unlock a wide range of time, money and space saving rewards.
Here are some helpful tips on how HR document management can help your business:-
Increased Office Space – Office prices are continuing to rise with rents in Central London increasing up to 31% since 2009, diverting your documents to an off-site document storage facility could save valuable office space.
Improved productivity – HR staff often comment that searching for key information takes up valuable time. Storing records off site means staff will no longer have to waste time searching for files, allowing them to focus on core business activities.
Protection from fire and flood damage – Are your premises located in a potential flood zone? You should consider reformatting your documents with the aid of the latest technologies to protect documents, such as enhanced fire and water detection systems.
Faster Document Retrieval – Companies often opt to store their information using offsite lock ups, wasting staff time, traveling to and from the lock up to retrieve key information. A Scan on demand service can offer a much more efficient process, allowing documents to be retrieved and returned within a 2 hours.
Full document security – Business are legally obliged to protect data in a secure manner. Data negligence can often result in costly fines, issued by the Information Commissioners Office (ICO). Secure document storage, ensures that important information is kept under wraps and only retrievable for authorised members of staff.