Human resources departments carry quite a bit of responsibility for a company. The department is responsible for an organization’s compliance with state and federal employment laws and labor regulations including equal opportunity laws that promote equality in the workplace in regard to race, gender, disability, pregnancy, sexual orientation and religion. This does not only mean that a human resources department will implement equal opportunity initiatives such as affirmative action programs or diversity and inclusion programs, but the department is also responsible for not omitting action that may in violation of equal employment laws.
The U.S. Equal Employment Opportunity Commission (EEOC) recently released a statement that they are suing a nationwide provider of janitorial and facilities management services charging that the company is “in violation of federal law requiring it to maintain records or other information that will disclose the impact its employee selection procedures have on equal employment opportunities.”
The lawsuit alleges that the company violated Title VII of the Civil Rights Act of 1964 which protects individuals from discrimination in employment because of race, sex, national origin, color, or religion.
Title VII, together with record-keeping requirements found in Title 29 Chapter XIV part 1607 of the Code of Federal Regulations (CFR), require employers to maintain records disclosing the impact their selection procedures have upon employment opportunities of persons identifiable by race, sex, or ethnic group.
This case exemplifies the level of responsibility required by human resources professionals, especially those who recruit. It is also a perfect case to highlight the importance of proper document management.
Document Storage and Retrieval
Human resources departments in many organizations are still mired in paper. The challenge with documents in most organizations is the sheer number of them. Managing the human capital of any company requires a staggering amount of documentation. And as illustrated in the EEOC case, documentation starts, even required by law, before an employee is hired.
Physical storage and manual retrieval of paper HR documents causes significant costs for a company. A document management system provides storage and retrieval solutions that offer substantial savings. Studies show that up to 60 percent of office worker’s time and 45 percent of labor costs can be attributed to documents. About one in every 14 is misfiled, resulting in handling costs of around $120 per document.
Human resources departments cannot afford to misfile documents, not only in terms of the dollars, but also the potential legal consequences.
Automating Administrative Tasks
HR professionals should not spend more time, effort and money performing administrative duties than they do attracting, hiring and maximizing the human capital of the organization.
There are many tasks that can be automated. For example, HR departments can make hiring and then onboarding easier with HR document management software.
When HR departments eliminate paper by automating routine and mundane manual tasks, they are relieved of undue administrative burden. By reducing administrative tasks HR professionals are free to focus finding the best talent, properly recruiting and documenting (thereby avoiding lawsuits brought by the EEOC) and fostering the best environment for the organization to succeed.
Deciding upon the right tools for document management and document automation might seem daunting, but the industry offers affordable, less complex solutions designed specifically for HR.
Take your time in choosing a system to make sure you get one that can run your business, addresses your needs, and will be easy to use. Look for solutions and partners that provide the right mix of experience, vision, and advanced capabilities that will help you avoid unwanted legalities and improve your HR department’s workflow.