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Five Steps to Manage Employee Records Effectively

If your business is in the essential stages, then your workforce is less and you don’t have many burdens of storing the employee data and records. But as your business grows, your employee’s number will also grow, so it’s hard to keep track of your employee records. 

Employee Records

Many businesses start with paper-based record-keeping systems, but as their business grows, they shift to electronic documents which are easy to maintain and store all the data. These days there are various tools to manage employee records effectively. For instance, UKG for workforce helps to manage all the employee records. It can also be useful for employees as they can know their pay benefits and all from UKG Pro directly and HR managers can calculate the payroll effectively.  Along with tools like these, there are many employee record management software that helps to keep the records safely.

Whether you use tech tools, electronic documents, or paper-based systems, consistency is the key to maintaining all the data. So, now look at how you can actually do it and what are the different ways.

1)Leverage automation:

Every document need not be required to be stored. Subject to the type of your business, documents like duplicates and other rough drafts can be excluded from storage management systems. Also, it would become a tedious task to go through each and every document to find out the information you need. So, make use of keyword scanners which is an automation tool to find the critical documents and understand which document information is important and which is not. 

2)Combine devices to assist with document capture:

You can collect the records and document information through various methods. For instance, some different document sources are scanners and multifunction printers, etc. Of late, some multifunction printers have become popular among corporations because they can perform a number of actions on the same device. In the same way, these devices come with software that combines the rest of the office workflows with the printer.

With the help of these devices, you can make use of its abilities like automatic transmission to the electronic storage from a scanned file and the fax creation from the email. The documents which are captured can be shared with all the parts of the office, which is a much easier process for any of the people to choose the right documents.

3)Apply standardization strategies:

If you don’t have an effective record management system, it’s hard to keep track of the documents. Although electronic document storage doesn’t guarantee you find the information quickly, it will definitely make sharing information and collaborating on documents much easier. 

To make the best use of document storage, start using a standardized system for file naming which becomes easier to locate the content. Also, apply a categorization system to ensure every file is in order. 

4)Use collaborative tools:

Documentation circulation processes require many inputs like updates, comments, and other forms of involvement from different people. When all this happens manually, it confuses users to keep track of different versions of documents. So, a collaborative tool that integrates other document processes will help to keep everything on track. There are many tools such as cloud-based Google Docs which allows editing by multiple users without any need for more copies. 

5)Get rid of unneeded documents:

Unneeded documents and records create clutter while introducing security risks. To control the costs and maintain efficiency you need to strategically archive the documents. To safely destroy the unwanted documents, make use of IT resources. This will ensure your employees don’t need to go through every file to get the right information.


Storing employee data and records can be a daunting task. But, if you make use of the right methods and tools, you can easily store the records of a large number of employees. We hope this article helps you in managing your employee records more effectively.

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