HR dematerialization: optimize business processes

An HR context conducive to dematerialization

In 2024, the challenges and issues facing the HR department are multiple: optimization of work performance, improvement of the QVT of the company's team and employees, security of personal data and compliance with the GDPR, etc.

From an operational point of view, 65% of HR people spend at least half of their time carrying out tedious and time-consuming administrative tasks. A waste of time partly due to the classification and search problems caused by the paper format.

“Stop filing cabinets and personnel files filled with paper and stacked on the shelves! »

To get out of this vicious spiral, HR services have one option: go paperless.

What is HR dematerialization?

The dematerialization of HR processes aims to digitize paper tasks and documents. The latter inevitably leads to a restructuring in terms of HR data processing. Thus, the use of digital solutions to organize, store, manage and share the document flow becomes necessary. This is where EDM or Electronic Document Management comes in. The latter makes it possible, thanks to workflows, to manage and automate recruitment tasks, on-boarding, sick leave, leave requests, expense reports, etc.

DocuWare and NeoLedge are among the publishers that meet these document management and automation needs.

Laws around dematerialization

In France, the legal validity of electronic documents has already been recognized for several years. But beyond encouraging companies to dematerialize certain HR documents, as the El Khomri labor law of 2016 was able to do with the delivery of pay slips electronically, certain fundamental obligations remain.

Some regulations, such as the GDPR (General Data Protection Regulation), impose strict requirements on the protection of personal data. Digitizing HR processes can help businesses comply with these regulations by implementing enhanced security measures to protect sensitive employee information.

Obligation to retain HR documents

The Labor Code authorizes the retention of digital documents in the context of employment relations provided that certain conditions are respected, such as the guarantee of integrity, confidentiality and their accessibility (minimum duration). For this purpose, the implementation of a digital safe can be considered.

The single personnel register: 5 years (article R1221-26 – Labor Code)
Work accident declarations: 5 years (article D4711-3 – Labor Code)
The employment contract: 5 years (article 2224 – Civil Code)
Pay slip: 50 years (article L1237-5 – Labor Code)

However, this dematerialized conservation requires companies to have resources, sometimes costly, in terms of storage. DocuWare EDM customers , Belharra Numérique has designed the Docu'Storage module which allows storage to be externalized and rationalized according to users' real needs. Thus, for documents with a very low probability of being consulted again, Docu'Storage offers a storage space that consumes less energy and is less expensive.

Obligation to dematerialize DSNs

Mandatory since January 2017, the remote transmission of the DSN or Nominative Social Declaration is one of the processes that must be carried out electronically (article L133-5-5 of the Social Security Code) .

BDES digital retention obligation

Since 2017, companies with more than 300 employees must, unless otherwise agreed collectively, keep their Economic and Social Database (BDES) in digital form (article R 2312-12 of the Labor Code) . This database, which must be accessible to the Social and Economic Committee (CSE), compiles crucial data concerning the economic and social orientations of the company.

The advantages of dematerializing HR documents

Productivity

Dematerializing HR documents via an EDM makes it possible to optimize the productivity of the department. For example, the administrative recruitment process is handled and streamlined from start to finish: qualification of applications, registration in the CV library, transmission to the department concerned, processing of returns, response. Equipping yourself with such a solution also means benefiting from alerts and notifications to monitor the progress of files: monitoring of applications and hiring, reminders and notifications to process current tasks (leave, sick leave, notes of charges…).

Time saving

By eliminating certain time-consuming tasks through automation, HR processes become faster and more efficient. Teams can thus focus on higher value-added tasks. Digitization also allows employees to more easily access HR documents and sign them electronically. Processing times are de facto reduced.

Cost reduction

Reducing the consumption of paper, ink and physical storage space results in significant savings for businesses. Additionally, going paperless reduces costs associated with managing and archiving physical documents, such as maintaining printing equipment and renting storage space.

Improved employee experience

Employees benefit from quick and easy access to their documents, which simplifies administrative processes and improves their job satisfaction. They can view their pay slips, request leave and sign documents online. Interactions with the HR department are thus smoother and more user-friendly.

Data security and GDPR compliance

Dematerialization makes it possible to strengthen data security through encryption and access control measures. Additionally, it facilitates GDPR compliance by ensuring the confidentiality and integrity of personal information. Businesses can implement strict security policies to protect sensitive employee data from breaches and cyberattacks. The electronic signature is also part of the security elements, because it allows the identification of the parties as well as the authenticity and integrity of a document.

Consolidation of its CSR approach

By adopting a fully digital approach, businesses help preserve the environment by reducing their carbon footprint and consumption of natural resources. The dematerialization of HR documents is part of a “paperless” approach which strengthens the company's image and its reputation among stakeholders, and thus consolidates its CSR commitment.

Docu'HR makes employee file management easier

As a complementary solution to the DocuWare EDM, Docu'HR dematerializes processes and centralizes all documents related to your employee files while simplifying GDPR compliance. Equipped with a complete set of features (electronic signature, scheduled sending, digital safe, dashboard, etc.) this module streamlines and automates HR operations by offering a multitude of tangible benefits for the HR Manager, the assistant and the managers.

By also integrating a central repository for deadlines and reminders, Employee File Initialization becomes the pivot of an integrated and effective approach to human resources.

What to remember about HR dematerialization

HR dematerialization is part of the company's overall digital transition, and is essential if the latter wishes to continue optimizing its productivity and ensure regulatory compliance.

Despite a fundamental change in management, dematerialization offers significant advantages for Human Resources teams and contributes to a more modern and sustainable work environment.

EDM as a dematerialization tool makes it possible to reduce processing and storage costs by up to 91% and generate, on average, 46% time savings and responsiveness for teams.

Currently, dematerialization is only just beginning and the progressive integration of AI will become a real performance accelerator!