Top 5 HR Problems Easily Solved with DOCUMENTOLOG Electronic Document Management System (EDMS)

Electronic Document Management System (EDMS) is more than just a convenient tool. For HR specialists, it becomes a true assistant, freeing them from routine tasks, organizational complexities, and providing opportunities for professional growth. Let’s examine the main problems faced by HR professionals and see how EDMS changes the workflow.

1. Manual Document Handling

Every HR professional knows how much time is spent on preparing, printing, signing, scanning, and archiving HR documents. Manual work can lead to errors: typos and re-signing.

How EDMS Helps:

- Automatic document creation from templates.

- Electronic signature for multiple documents with one click.

- Data verification at the input stage, eliminating further errors.

Real-life example:

Previously, it took several hours to process an employment contract. With EDMS, it takes just a couple of minutes — and you’re already working on new tasks!

2. Loss and Damage of Paper Documents

Documents can be lost, which poses a significant risk for HR departments, accountants, and managers during audits.

How EDMS Helps:

- All documents are stored on a cloud or secure server.

- The archive is always accessible, no matter where you are.

- Backups protect against losses.

Real-life example:

A manager requested data on contracts from previous years. Instead of spending hours searching through paper archives, you find it in seconds.

3. Lengthy Approval Processes

Passing paper documents between departments or employees, especially remote ones, turns the approval process into a lengthy ordeal.

How EDMS Helps:

- Automated routes for approving HR documents.

- Ability to work remotely with documents.

Real-life example:

Approval of salary increase documents, which used to take days, is now completed in just a few minutes.

4. Challenges with Remote Work for HR Professionals

The shift to remote work has become a challenge: access to paper documents is limited, slowing down operations.

How EDMS Helps:

- In the DOCUMENTOLOG online system, access to all documents is available from anywhere in the world.

- Electronic signatures and creation, approval of HR documents can be done from home.

Real-life example:

You need to process the hiring/termination of an employee. You prepare and sign the documents in just a few minutes.

5. Difficulties in Compliance with Legislation

HR documents contain a large amount of personal data, and their leakage can lead to serious consequences: fines, lawsuits, and loss of employee trust.

How EDMS Helps:

- The DOCUMENTOLOG system protects data access through authentication.

- Logs allow tracking who, when, and what actions were taken with the documents.

- Access rights are restricted for employees who should not see certain data.

Implementing the Electronic Document Management System (EDMS) is not just a step towards automation, but a significant improvement in the HR department's operations. EDMS greatly simplifies the processes of handling and storing HR documents, eliminating many of the traditional problems faced by HR professionals.

By working with the system, HR professionals can focus on more strategic and creative tasks, such as employee development and increasing engagement, while routine processes become a thing of the past.

With Documentolog, you not only get a reliable solution for HR document management but also the opportunity to make your HR department more flexible, modern, and ready for future challenges.