Turn back the clock around a decade, and you will find that employee file record keeping was done manually. Imagine an organisation with over one hundred employees. The process of keeping all their files up to date must have been time consuming and tedious. Today, there is still a need for some paper records to be in place, however, electronic personnel records have elevated human resource management.
Paperless systems are what you can expect to find in organisations today. These systems make it much simpler for the human resource manager to improve their efficiency.
As companies evolve, a comparison of paper vs electronic record keeping will make it easier to understand the benefits of an electronic system. These benefits include: –
There are some concerns when it comes to employee file record keeping, especially around legality. Therefore, even with an electronic system; it is necessary to maintain some paper documents. This is especially the case where documents have original copies that are signed or stamped to authenticate them. Therefore, some provision needs to be made for storage and proper filing.
One main concern of keeping electronic employee files is them getting destroyed when a system is down or following a cyber-attack. To alleviate this concern, a human resource manager should ensure that all electronic files have been backed up in several different places.
Just like with paper files, there should be rules in place that dictate how long digital files should be kept. Since all it needs is a small digital space, most files can be kept perpetually. However, the minimum also ensures that the company keeps within legal rules.
As technology continues to evolve, electronic files will soon be the only way to have and keep files, making them as relevant as paper files. This will avoid the need to double up the files, and overall, result in efficient and convenient all-round systems.
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