There was a time when the human resource (HR) departments in many companies were known for using large amounts of paper. They generated numerous types of forms, files, binders, reports and more. It was how business in the world of HR was conducted. Technology has changed many things. It is now possible for an HR department in many cases, to conduct business without paper. When a person is hired by a company, many of the forms and paperwork that need completed can be done online. Paperless onboarding is now a cost effective way to meet all regulatory and internal requirements.
According to an article in HR Professionals Magazine, “This process has eliminated past redundant manual data entry collected in one system that had to be printed out, sent to someone else, and re-entered in a different system. Every new employee receives the same consistent message, since emails are generated automatically with verified content.”
It is now possible for a new employee to fill out a lot of necessary paperwork online. Many of the required forms are able to be stored on a data base. Paperless onboarding means that people working in HR no longer need to deal with illegible handwriting. Studies have shown that forms are now completed correctly, completely and are readable. New hires are able to be placed onto the payroll system and other areas of the company much easier.
According to studies, paperless onboarding is a valuable tool for dealing with retention. It’s estimated that on average, over 20 percent of new employees leave an organization within 45 days after being hired. Some of this can be attributed to what a person experiences during the onboarding process. The ability to quickly be set up and able to start work is essential. When the onboarding procedure is streamlined it decreases the level of anxiety for new hires.
A company that uses paperless onboarding finds their new hire process is much more organized. New hire packets can now be given to new hires online. This will give a new employee an impression that the company operates effectively. Creating a sense of confidence in the company should begin during the new hire process. When an employee feels the company they work for is efficient, it has a positive impact on their attitude about their job and employer.
A company that utilizes paperless onboarding eliminates the costs associated with creating paper forms and storing them. It creates a fast and efficient way for people in the HR department to share necessary information with other parts of the company. Essential data can be easily verified before being made a permanent part of an employee’s personnel record. All documents that need to be retained by human resources are easily archived. It’s much easier to collaborate with employees to make certain forms such as I-9, W-2, W-4 as well as non-disclosure agreement and more are completed in a timely fashion.