Human resource departments must deal with a massive amount of data, which is often housed in various locations within the company, such as email, databases, and hardcopies. More companies take advantage of the technological advances to deal with sorting and controlling big data.
Jonathan Benhamou, CEO of PeopleDoc, offers advice for organizations struggling to control HR data for easy recall and everyday use, as well as in the case of an audit. “There is perhaps nothing more daunting – or inconvenient – than receiving a notice of an HR audit or request for legal discovery, especially when HR information is uncontrolled and/or processes are ungoverned,” he states.
PeopleDoc is a Gartner 2014 Cool Vendor and one of the new companies featured at the Start Up Pavilion at HR Tech’s October conference. The company features products that help HR departments unify, simplify, and share data across the entire organization. The platform offers a single, secure location for all HR information and synchronizes with existing HRIS and other systems. With an app-like user experience and local and global compliance, PeopleDoc offers valid reasons for being noticed by HR Tech and Gartner.
Benhamou points out that “many large companies with record information management systems have a false sense of security.” HR professionals are seeing an increasing trend towards making employee data accessible, yet secure, while freeing executives to focus on their job rather than following a twisted paper trail.
Benhamou recommends that companies consolidate data, digitize HR information, and keep control of all information. Before taking a step to change the company’s current system, one should do a thorough review to determine what, if anything, isn’t working. Consider, as best as possible, changes which may need to be made in the future and ensure that the current platform is flexible enough to handle those changes. If not, seek out a data warehouse system which will consolidate all current and future information into one, solidified block.
It is essential that all paperwork is digitized for easy access. If the company currently onboards using paper forms, this method should be reconsidered for a newer, more modern approach. All current and past paperwork should be removed from the filing cabinet and scanned into a digital format.
“Scanning partners should be well-versed in HR privacy and compliance,” according to Margaret Bonilla, Media Contact for PeopleDoc. “They should be certified in industry-specific regulations and have the experience to handle sensitive information properly.” Make sure that paper records are archived for a period of time prior to destroying them and all data is well-indexed and cataloged.
Big data is becoming more accessible and more important in the business world, but if HR professionals do not keep control of all of this information, they lose the power it can contain. Bonilla points out that “Converting to a single solution may sound attractive, but often is too difficult, expensive and too long-term.”
Instead, companies should consider aggregating needed information while ensuring that the functionality of each system (or future system) stays unchanged. She states that companies can then “data via an interface that is friendly to HR staff, employees and other stakeholders in a secure and compliant way.”