Transition to Electronic Personnel Document Management: Where to Start?

The question of abandoning paper personnel documents concerns many companies in Kazakhstan. How to build the process, reduce risks, and simplify the transition? We offer a step-by-step guide for managers and HR to make the transition quick and safe.

Step 1: Conduct an Internal Audit of Current Processes

First, it is important to assess the existing personnel document management: what documents are used, how much time is spent on processing them, and what are the approval flows. For example, in one of the Kazakhstani companies, processing a single vacation request takes up to 2 days due to multi-level approvals.

Conducting an audit helps identify lengthy, complex, or repetitive stages. This top-down view allows you to identify growth points for automation and understand what problems electronic personnel document management can solve. In the electronic document management service Documentolog, you can automate the entire cycle of personnel document management: from the recruitment stage and candidate search to termination.

Step 2: Define Goals and Priorities

The transition to electronic document management should align with the company's business goals: reducing costs, increasing document processing speed, improving employee efficiency, complying with legal requirements, and minimizing document loss. For example, a network of medical clinics aims to reduce the time for processing employment contracts from 1 day to a few minutes. It is necessary to prioritize to understand where to start and how to assess progress. We recommend starting with the transition to electronic signing of employment contracts. Perhaps this is one of the most important documents in the world of electronic document management, and Documentolog allows you to sign employment contracts in just a few clicks. Additionally, you can send them to Enbek thanks to integration.

Step 3: Choose a Technological Partner

A key step is selecting a reliable provider of the electronic document management system. Pay attention to implementation experience, reliability, and compliance with Kazakhstani regulations.

The DOCUMENTOLOG system has been operating in the Kazakhstani market for 17 years and is a leader in software for the corporate sector. Our system is already used by up to 90% of government agencies and over 100 companies in the Republic of Kazakhstan, establishing itself as a reliable partner for document management automation and offering flexible process configurations for companies.

Step 4: Develop a Transition Plan

The plan should include timelines, responsible parties, and key steps. For example, a retail chain started with automating standard personnel documents and then gradually added other types of documents. First, assess which documents should be automated first (contracts, orders, requests). Gradual implementation will reduce risks and minimize stress for employees.

Step 5: Train Employees

Employees need to understand how to work with the new system and what benefits it will bring them. For example, in one company, after training, employees noted that it became easier for them to find the necessary documents and send requests for approval. This increases loyalty, engagement, and most importantly, team efficiency. Documentolog always conducts user training and helps to easily and quickly transition to the new work format.

Want to learn more about transitioning to electronic personnel document management? Leave a request on the website, selecting the "Sales Department" button, or use the online consultant to contact us.