Employee records are incredibly important in order to make sure your employees are safe and qualified, but they are also important for your company’s organizational needs. Your HR department is in charge of those records, ensuring that they are complete and accessible at all times. These records contain sensitive files like medical records, employment history, payroll information, emergency contacts, and more information that if destroyed or stolen, could endanger the company and the employee. Paper records simply can’t stand up to these human or environmental factors. Here are seven reasons to digitize employee record management.

1. Document imaging makes it possible to access any record from any desktop. This is especially helpful if your company is one of many branches; there is no longer any need to dig out a paper file and fax or send the record to the other branch.

2. Employee records will never be more secure. Even under lock and key, you can’t be sure that records are completely safe. Because employee records contain very private information, it’s important that they are kept as secure as possible. With digital document management, multiple layers of password protected security ensure that everything is where it should be. You can even see who accessed what record, and when.

3. Is your company merging with another company? Employee record management is perfect for this! Merging two paper record systems can be extremely complicated, and files can get misplaced in the process. With two digital systems, those records can be merged seamlessly, giving your HR department more time to focus on bigger tasks.

4. Digitizing records frees up more office space. Without bulky filing cabinets and boxes taking up valuable space, your company could pay less to lease your building, or even make more workspaces for additional employees.

5. Your HR department will be able to provide employees with their files almost immediately, if needed. By the same token, in case of a medical emergency, an employees medical record can be accessed within seconds for reference.

6. Files are automatically backed up in case of a fire, flood, or other natural disaster. Recovering paper records following a disaster could take months or even longer, especially if your company has many employees. With digitized records, you’ll have peace of mind knowing that your records are always backed up and accessible at all times.

7. Digital eForms allow employees to fill out information directly on a tablet or desktop. This eliminates the need for paper records, as the information is directly implemented into the record management system.

Digitizing your employee record management just makes sense for your employees, for your HR department, and for your company as a whole. It eliminates many tedious processes that take time away from tasks that could improve and grow your company, and it streamlines record management, which benefits your entire organization.