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Signs It’s Time to Adopt HR Automation

HR Document Management

As a Human Resources professional, you probably chose your career because you enjoy working with people and recruiting new talent. But picture this: You’re filling out timesheet approvals, responding to emails about performance reviews, and suddenly there’s no time to focus on what you should really be doing.

Just about everyone in HR has that moment when they realize their usual steps and tactics are no longer working. The key to a long, fruitful career in HR is to re-evaluate your strategy and change course. Doing so will help you continually progress — and avoid unnecessary stress.

HR automation enables your staff to get back to their roots of working with people. Due to the complexity and uniqueness of each business’s HR processes, many companies do not consider automation. However, workflow automation is possible.

What is HR Automation?

In the human resources realm, HR automation improves efficiency by eliminating manual tasks and enabling employees to focus on more complex tasks, such as decision-making and strategizing. By automating mundane and repetitive HR activities, organizations can save time, reduce costs, and enhance visibility.

HR automation helps businesses improve their efficiencies by significantly reducing the time to complete manual processes without sacrificing work quality. It handles many administrative tasks, such as copying, emailing, mailing, and filing HR documents. These tasks may take hours if processed manually.

Why automate human resources processes?

How many separate files do your human resources department have to manage for every employee in your organization?

From mandatory paperwork required by state or federal regulations, performance reviews, and medical information, employee information can quickly overtake your filing room. And, that doesn’t include the paperwork generated from everyday administrative tasks.

By not automating your HR tasks, you could be hurting productivity and falling behind competitors. HR managers who do not fully automate say they lose an average of 14 hours a week manually completing tasks that could be automated, with more than 25% wasting 20 hours or more and 11% spending 30 hours or more.

Various HR processes can be improved through automation. For example, employee onboarding is often laden with forms and can take a significant amount of time when completed on paper. With automated workflows and e-forms, data entered once can be used to populate several new onboarding forms. Employee performance reviews are another process that benefits from streamlined processes that are faster and easier to trace from beginning to end.

Signs it’s time for HR Automation

Workflow automation offers several advantages for your business. Here are the signs to look for in your processes to determine if HR workflow automation is needed for your business:

Company Expansions

A growing organization is exciting for business — unless you work in HR. Manual, paper-based processes can hinder the growth of an organization. Whether you are expanding or acquiring new companies, your HR department is responsible for the onboarding process of the new offices. Automation can provide valuable information to aid in strategic planning for continued growth.

Technological Change

The pressure to develop a digital workplace is a tremendous challenge for HR departments. A recent survey found 70% of HR leaders feel they need to “up their game in both HR technology and analytical skills.” When your staff is bogged down implementing paper-heavy processes, they cannot support your organization’s needs.

Meeting the Needs of a Changing Workforce

Three in five HR leaders believe that the HR function will become irrelevant if it doesn’t adapt to the future needs of the workforce. With more employees working remotely, managers expect digital ways to manage HR files for faster access and processing.


New regulations are a constant burden when managing personnel files. Ensuring compliance with state and federal regulations, EEOC, HIPAA, and HITECH can be a headache. Furthermore, the inefficient management of paper documents opens the door for human error. If HR audits are taking weeks to complete, and you’re being fined for errors, consider digitizing your HR process.


Human resources manage various forms of personally identifiable information (PII). From I-9s, medical records, tax information to social security numbers, HR departments are often a massive target for identity thieves. Digital document management can help your HR team manage your security concerns better.

What’s the best way to get started with HR workflow management?

It can be challenging to know where to begin if your organization is just exploring the HR automation path. A thorough analysis of your business processes that you believe workflow automation can add value to should be your first step. The next step is to consider an integrated HR document management solution that can easily find what you need when you need it.

At Vital Records Control, we’re here to help move your HR department into the digital age. No matter how unique your processes are, we’ll develop a document management solution to suit your needs. Find out more about our workflow automation solutions.

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