Why HR teams should implement a document management solution for Workday
In today’s fast-paced business environment, HR specialists face an ever-growing challenge to manage employee documents efficiently while ensuring global compliance. These challenges range from overseeing documents scattered across different locations and applications to guaranteeing document quality and accuracy for a multitude of employees.
Moreover, the need to depend on other teams or specialists, such as IT, for even minor formatting and process changes can exacerbate these challenges. The evolving nature of compliance requirements in the realm of employee management presents unique implications for each organisation. We've covered the five most common challenges companies face when it comes to document management but in this article, you will find out why it’s crucial that HR teams have a central repository in Workday.
For HR and recruiting teams seeking to streamline document processes, Kainos offers a powerful solution embedded completely within Workday. As a Workday-approved solution, Kainos Employee Document Management, also known as Kainos EDM, simplifies the creation, management, storage and access of employee documents seamlessly within Workday, making it easier for HR specialists to handle documents efficiently.
Kainos EDM helps HR specialists:
1. Streamline HR document workflow for a better employee experience
Traditional HR setups often involve separate systems for HR data and business processes and document handling, causing fragmentation and inefficiencies. Kainos EDM integrates seamlessly with Workday, consolidating document management. This eliminates manual tasks, enhances user experiences and empowers HR teams to focus on strategic goals.
2. Facilitate global compliance
For businesses dealing with scattered document systems, Kainos EDM centralises document storage in Workday. For multi-national operations, the automated solution provides country-specific retention and purging options, supporting compliance regardless of geographical variations. Organisations can harness simple, advanced, or qualified eSignatures and leverage Workday’s security configurations to meet GDPR, CCPA, PIPEDA, PIPL, and other regulatory requirements.
3. Enhance document process efficiency
HRIS routinely require highly technical IT support for document design, generation and management, causing delays. This can be a hindrance in fast-paced recruitment scenarios. Kainos EDM centralises document templates, expediating complex HR document generation. Streamline operations, reduce errors, and automate document creation, distribution and filing with the HR team.
4. Protect the business from security risks
Secure storage of employee records is crucial to avoid data breaches. With growing data access regulations with distributed workforces, explosions of enterprise apps, CIOs seek to streamline HR applications to reduce compliance audits across countries. With Kainos EDM, ensure document security through existing Workday configurations, eliminating the need to manage similar controls in separate systems. Maximise business value and reinforce strategic Workday initiatives.
Kainos EDM enables us to have one system, build everything together. We can be compliant. We can meet all the functional requirements. We can increase the efficiency of our HR administration teams. We can empower our employees.
The Power of Kainos EDM
Kainos Employee Document Management provides a comprehensive, efficient platform for HR teams and is compatible with organisations, elevating digital document processes and supporting compliance irrespective of scale. Whether implementing Workday for the first time or extending beyond current functionality, it can be deployed in line with roadmap objectives and is adjustable to sector-specific needs, making it easy to manage workforce documentation across various industries.
For HR teams, Kainos EDM is a game-changing solution offering efficiency, compliance, and a superior employee experience, while simplifying document management in a way that enhances productivity and streamlines processes.