One of the most significant ongoing HR trends is the shift away from traditional, paper-intensive work styles and towards greater dependence on online technologies, HR management systems and databases. The significant change from manually managed HR services to a paperless system helps companies in India to save time and increase productivity. As well as these benefits, moving towards a paperless system at the workplace is also good for the environment.

Some of you may have doubts about adopting a paperless solution for the workplace. So, if you are still unsure, then read on to understand how beneficial paperless systems can be.

Benefits of a Paperless HR Management System in India

Using a paperless HRMS solution is recommended because manual HR management system chores can take significantly longer and become even more expensive. Let’s look at some of the benefits of paperless HR services:

  •  Easy Recruitment

It can be challenging to manage lots of candidate applications and documentation related to them. The traditional recruitment process is difficult and time-consuming because HR must sort through a pile of resumes, cover letters and job applications.

This hassle can be eliminated with paperless adaptation. Using online job applications allows you to collect relevant data from candidates in a centralised location, ready to be examined and kept in a database.

  •  Less Paperwork

An employee’s first day will be filled with paperwork such as corporate regulations, paper forms and other relevant documentation. When all of these operations are converted into an online format, the paperwork problem is eliminated, and the process becomes easy and efficient. Access to these documents is also simplified because you no longer have to filter through piles of paperwork to find a certain document. Making HR paperless saves money for the organisation, eliminates mistakes & benefits the environment.

  •  Time & Attendance

Going paperless saves a significant amount of time and money. Because all of the work is done digitally and online, the speed of the task will undoubtedly improve, resulting in time saving.

Time & attendance tasks include:

  • Scheduling
  • Time Clock Data
  • Overtime Data
  • Attendance Info
  • Paid Time Off
  • Schedule to Manage Expenses

In today’s work-from-home (WFH) scenario, an HR solution can also log location, which helps manage remote personnel. Instead of wasting time individually checking on each employee, an HR system can handle it for you.

One of a company’s most significant functions is to pay its employees. Making this process more simplified, collaborative & transparent aids in the management of your most precious asset – your staff!

Think about how many payroll tasks you have to handle manually. Here are some of the payroll administration tasks you could automate instead:

  • Payroll Processing
  • Tax Filing
  • Employee Self Service
  • Manager Self Service
  • General Ledger Interface
  • Custom Reporting

 What does it mean to go paperless in the workplace?

As can be understood by the name, a paperless workplace is one with few paper-based procedures and instead relies on system records. Because many offices and departments in India cannot eliminate paper files due to procedure or compliance requirements, some companies and workplaces use the phrase “paper-light.” Regardless, minimising the use of paper, aids in the digital transition of a company. This usually entails switching to a document management system that digitises documents and keeps them in a central location. Adopting a paperless system can solve the below challenges and achieve benefits like:

  •  Improved Productivity

The most convincing reason to go paperless in the office is an increase in productivity. Everyone who needs documents has access to them immediately and simultaneously. This translates to fewer handoffs, less time spent in transit, shorter wait times & a lower chance of loss or damage. Going paperless also opens up the possibility of redesigning workflows to save even more time and improving teamwork by allowing numerous individuals to work on documents at once.

  •  Enhanced Security

Given the frequency of recent hacks, this may seem like an unusual benefit to mention, but digital is more secure than printed documentation. For one thing, digital records can be encrypted and rendered illegible. They can also be protected from being printed, copied, or shared. Viewing privileges can be specified to a precise level of granularity using access controls. Who accessed what papers and when is revealed through audit trails.

On the other hand, printed documents are only as safe as their proximity to a photocopier.

Confidential and sensitive information can be tracked and secured against misuse and unauthorised alterations using advanced security settings. This also lowers the chance of theft and loss.

  • Compliance With Regulations

Businesses are responsible for the data they collect about their customers. Regulations have been put in place to ensure that all data is kept safe against a possible breach. These rules help to maintain consumer confidentiality and confidence. In a paper-based system, complying with these standards is difficult. An open file on a desk, a customer who walks into a secure location, or a misplaced document all pose the possibility of a security breach. Instead, these things can’t happen with a HR management system and all sensitive information can be protected and secured.

  •  Eco-friendly

You could develop a more sustainable business by reducing your dependency on paper. Every year, the average employee uses 10,000 sheets of paper. By reducing the amount of paper used, your business can become eco-friendly. Printer, ink & ink cartridges are all hazardous to the environment. A laser printer and inkjet cartridges require more than 3 gallons of oil. Printers and ink also contain potentially dangerous chemicals that can pollute water and soil if not carefully disposed of.

An environmentally responsible strategy is more sustainable and better for the environment, but it also benefits your business image. Most clients nowadays are aware of how much waste is generated in an office and are worried about the environment.

How Can TopSource Worldwide Help You? 

TopSource Worldwide has always believed in offering superior payroll and HR outsourcing services to all of its clients. With our powerful systems and processes, we offer a paperless solution for our clients. TopSource Worldwide has worked with organisations in various areas, including IT, manufacturing, engineering & pharmaceuticals. To ensure that we provide appropriate services to our clients where needed, we have a team of qualified and experienced specialists in the fields of IT, HR and payroll. Since we have sophisticated infrastructure and cutting-edge security solutions, your data is safe with us. For more information, get in touch with us today.

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Published On: May 25th, 2022Last Updated: June 16th, 2022

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About the Author: Sachin Disa

Sachin heads the India Payroll business unit and is responsible for global sales into India, India domestic sales and delivery, and local finance support in India. Sachin has over 17 years of experience with the company, his previous roles include head of UK payroll operations, head of accounting support services, head of sales in India and VP of finance.