Cloud filing systems help keep employee files secure, organized and accessible from anywhere, at anytime. 

Managing employee files can be a real challenge. Many HRIS do not offer a practical solution for employee file management. This forces a lot of companies to continue storing their employee files in paper format. Paper files can cause problems for a Human Resources department. Documentation is easily misfiled, lost or just plain inaccessible. For this reason, many companies are looking towards digital options for storing and managing employee files. A cloud employee file system can help HR keep employee files secure, organized and accessible. 

Get secure, instant access to employee files. 
One of the nicest things about a cloud employee file system is that it provides secure access from anywhere, at anytime. When evaluating different solutions, be sure to go with an indexed filing system. These allow you to manage your files much easier. Instead of creating hundreds of folders, finding the right place to save a document and then hoping you used the correct naming convention; indexed filing systems categorize your documents with different index fields. The system then uses the information from those fields to file your documents away in the correct location automatically. When you need to retrieve a document, a simple index search brings back exactly what you're looking for instantly. 

Consolidate without sacrificing compliance. 
With all of the regulations around managing employee files, a paper filing system just doesn't cut it anymore. To maintain compliance, multiple folders need to be on file for each and every employee, making finding a particular piece of documentation a serious chore. With an indexed system, you can actually consolidate information into one comprehensive folder per employee. Access permissions can be set to control access for specific types of documentation, like protected health information (PHI). HR admins can specify exactly which employee can view what kinds of documents in the system. This can be done on an individual basis or for a group of users, like your Payroll or Accounting department, for example. 

Audit preparation can be nearly automatic. 
If your organization is audited regularly, you may need a full time employee just to ensure all files are complete and up to date. With an indexed filing system, a simple report can be created to ensure all employee documentation is present and up to date. For example... 

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Article from HR.com.