Producing reliable HR documents and having them securely signed is essential to ensure corporate regulatory compliance.
To reduce the time spent on administrative tasks, while strengthening corporate legal compliance, the HR department needs to rethink its document creation and signature processes. These two crucial steps in the document chain must be optimized and made more reliable.
Exchanges between the HR department and employees give rise to the production of dozens of different types of documents: promise of employment, employment contracts, endorsements, certificates... Each time, HR managers must manually enter information relating to the employee concerned into the document template, inevitably wasting a lot of time.
When several managers are involved in drafting HR documents, templates can quickly multiply. In the long run, everyone has their own copy, which complicates updates and affects the reliability of the documents drawn up. It becomes difficult to identify the latest valid version of each document. In this configuration, the risks of errors and forgotten clauses are significant. However, it is the image of the company and its legal compliance that are at stake.
In a war for talent context, the HR department needs to become more efficient throughout the recruitment process. Speed is of the essence. All the more so during the recruitment stage. Indeed, once the candidate has been selected, the HR department has every interest in quickly sending them their employment contract for signature in order to secure the hire. This responsiveness limits the risk of withdrawal and encourages the employee to quickly commit to the company.
To protect itself from legal risks, the company must have its HR documents signed under conditions that comply with regulations. This is particularly the case with employment contracts. In the event of a dispute, the employer must be able to demonstrate that the document has been signed, that it has not been altered and that the signatory is indeed the employee. To be able to produce this evidence, the HR department must respect a certain number of rules, while making the signature process as easy as possible for its employees. A simple act encourages employees to return their duly signed documents without delay and protects both parties in the event of a dispute.
At any time, the HR department needs to know if an employment contract has been signed or is still awaiting signature. When several employees are recruited at the same time, this follow-up can quickly become time-consuming. However, it is essential, both to inform managers, to send reminders if necessary and in the end, to ensure that all employees have signed their contracts before their first day of work. This vigilance is all the more important when it comes to a fixed-term contract or a part-time contract since there is a risk of requalification into a full-time permanent contract. For the employer, an approximate follow-up of signatures in progress can thus have legal consequences and impact the performance of the HR department, which struggles to gather the necessary information.
