Numerous HR documents support the careers of employees. The HR department must be in a position to easily distribute, while respecting the regulatory obligations.
Internal regulations, pay slips, service notes, time statements, certificates, contract termination documents... From employee recruitment to departure, the list of HR documents they need is extensive. The HR department can quickly become overwhelmed by administration, especially as regulations and employee expectations change, forcing Human Resources to be increasingly agile when it comes to document management.
Between printing, enveloping, and postage (or hand-delivering), the HR department spends several hours each month distributing documents to employees. This task, though essential for the company to run properly, prevents HR managers from focusing on missions with higher added value. To achieve this, the Human Resources role needs to be freed from the administrative burden.
Each month, employees receive various documents from the HR department, whether by post, email, or in person. Key information about their career is then scattered between their mailboxes and their paper files. Trying to find a document to pass on to a third party can then turn into a treasure hunt. However, employees, accustomed to immediacy in their daily lives, also expect it in their professional lives. The HR department must then facilitate their access to the documents that accompany their career.
A piece of mail that gets lost is an employee who does not receive their pay slip, certificate, or summons. This is a frequent occurrence and can have serious consequences for the employee as well as for the company. To protect itself from possible legal risks, the HR department must be able to trace the dispatch of documents and know if they have been successfully delivered.
The more the company develops, the more the costs associated with HR administration increase. The printing of documents and pay slips, their postage (with a stamp price that increases every year), and the mobilization of teams for several hours each month make them a major expense item. Subject to the financial requirements of Management, the HR department needs to rationalize its expenses related to personnel administration.
Among the multitude of documents that the Human Resources department sends to employees every month, the payslip is especially important. It is mandatory and can be provided by the employer in paper or electronic format. However, for companies that want to switch to the dematerialized pay slip, it is not always easy to see clearly among the legal constraints!
Recruiting, trial period, training, internal mobility, termination: each stage of an employee's career involves sending one or more HR documents. At the same time, the HR department distributes documents to all employees that mark the main highlights of the year (profit-sharing, interviews, CSE elections, payroll, etc.). These regular informative mailings streamline internal communication and thus contribute to the smooth running of the company. To achieve this, the HR department needs to be able to easily send all types of documents according to various criteria: location, type of contract, status...
Printing several thousand documents every month is a practice that goes against current ecological concerns. The demands of employees and management are increasing. To respond to this, the HR department must adopt increasingly virtuous environmental practices and limit the use of paper.
