A document scanning service helps in digitization of Human Resource department to minimize paper work, streamline workflow and make informed decisions.

1. Managed Outsource Solutions
8596 E. 101st Street, Suite H
Tulsa, OK 74133
How to Digitize
Human Resource
Department and
Improve Efficiency
A document scanning service helps in digitization of Human Resource
department to minimize paper work, streamline workflow and make
informed decisions.

2. www.managedoutsource.com (800) 670 2809
Information or data is a prime resource of an organization and much of this data may be stored in
the form of paper documents. Valuable information that is written, printed, copied and faxed, and
which drives much of an organization’s productivity, is often kept in piles and stuffed in folders
and cabinets. These paper files need to be digitally transformed with the help of a document
scanning service, labeled and logically organized. Digitization facilitates easy storage and quick
retrieval of data when necessary.
Organizations include various paper-oriented departments like accounting, records management,
human resources, legal, customer service, sales or marketing, communication etc. Like any other
department, the digital transformation of HR is important in this digital age where technological
disruption is the norm. According to a Deloitte survey, digital transformation budgets are going
to increase by 25 percent in the next year. Now, innovative solutions including artificial
intelligence, machine learning, block chain, automated performance management and so on are
available that can help to easily shift to automation.
Digitization is gradually taking over the HR department to make it more competitive and also
enables streamlining the HR department. Small Biz Genius indicates that 83% of candidates
stated it would be greatly beneficial if hiring processes came with clearly outlined timelines
while more than 20% of companies said that they cannot meet the requirements of the most
qualified candidates on the market. So, with digitalization, your HR department can improve
their functioning and it also helps to upgrade your processes without disrupting the flow of day-
to-day operations.
How Digitization Can Transform the HR Department
Digitization of the HR department helps to more efficiently assess candidates, onboard new
employees and retain talent within your company. The shift to digital transformation helps
with analytics, performance management or filling out open positions, and digital tools will help
you streamline those efforts in unique ways. Digital transformation provides the following
advantages:
 Enhanced employee development and retention
 Better opportunity to analyze and apply HR data
 Easier workforce and departmental management

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 Simplified and standardized HR processing
Here are some tips to digitize your HR department
 Know your HR department: Digitization should begin with an internal audit. So,
conduct a thorough analysis of the current state of your digital HR, the tools you use and
the ways in which you hire new talent. Identify whether you have your own hiring
platform or you use digital marketing channels such as social media, monitor employee
satisfaction and their individual goals. This will help you have a proper idea of where
your organization stands with digital HR and also identify the glitches that the
organization faces.
 Identify HR transformation KPI: KPIs or Key Performance Indicators are the best way
to measure the success of your activities and determine if they are HR centric and
focused on digital transformation. Use Smart techniques or mind mapping methods to
outline your measurable milestones and deadlines. This will assure that the HR
transformation goes smoothly. Incorporating KPIs into your digital transformation efforts
early on will provide you with a sense of direction and allow for smoother scaling and
analysis of the process as it moves along.
 Form a team: No matter how big or small your company, it is important to have an
efficient team to digitize the HR department. They should have a clear idea about the
current state and goals of the company. The digital transformation team must include
employees with a background in HR, IT, business management and related fields and
make sure to assign a project manager to monitor the team.
 Going paperless: The ultimate aim of digitization is to minimize the use of paper and
streamline existing processes for better performance. This helps the organization to be
environment-friendly and move towards increased global pollution and waste
management issues that can accompany your digitization efforts. Audit the current state
of paper use in your company. Advanced technologies like email, cloud-based storage,
and project management platforms can be used to store digital records and printed
documents can be accumulated and recycled at any point of time.
 Automation of HR process: HR digital transformation offers the opportunity to
automate hiring processes to ensure more efficient and relevant candidate selection.

4. www.managedoutsource.com (800) 670 2809
Automation allows an HR specialist to focus on data analysis and candidate reviews
rather than mechanical storage or outreach activities which would cost precious hours
each day. This improves quality of in-company communication, employee performance
as well as their availability.
 Collaborating with other departments: Collaborating with other departments is
essential to avoid any lack of communication that may lead to unnecessary distancing
between employees of each department. The HR department can work with other teams
for coaching, training or professional development purposes.
Digitization streamlines workflow in HR departments. It helps to scan documents, improve
productivity, save unnecessary cost and make informed decisions quickly. With the help of a
reliable document scanning company, businesses can achieve their organizational goals and also
improve efficiency.