Types of Digital Management Solutions

Digital document management solutions are replacing paper-based processes to improve the management and control of important files and records. There are significant benefits for organizations that adopt digital systems. Reducing operational costs, enhancing productivity, streamlining the creation, modification, and storage of records are just some of the advantages that help build a reliable foundation for every organization’s documents and recorded expertise.

Ong Chin Yin is an International Human Resource Professional recognized as a role model in the HR community. She is the Head of People at Grab in Singapore and says about HR tech, “Overall, we believe technology is a critical enabler in delivering better experiences for our people while at the same time redefining the services our HR practitioners are able to provide.”

Choosing a Digital Management Solution

Today, there is a plethora in choice when it comes to choosing an HR file management system. But it’s important to know the difference in the types of systems available so your business makes an informed decision to ensure the right solution is implemented.

Workflow Management

A workflow management system focuses on automating and coordinating content-based tasks. It works through a sequence of assignments to complete an HR process and achieve a result. For example, it can track the editing and signing of an employee contract. It is fundamentally a management control to monitor tasks while improving collaboration.

Workflow systems can integrate with IT systems to share data across multiple structures. The core functionality of a good workflow system allows the assignment of tasks between users according to specified timelines, and triggers notifications in each stage of the process.

Content Management

A content management system handles all types of digital assets. This includes structured data like Word and Excel files, and unstructured data, such as web content, images, and media files. This type of system is used to organize, modify, and deliver digital content to users.

The content management system also indexes all content types to allow for advanced searching while offering seamless accessibility. Its primary purpose is to store digital assets for publishing. This type of solution may not suit businesses that need more control and compliance over their digital assets.

Record Management

A record management system is a full document management solution that incorporates regulatory compliance with workflow management features. Its features are wide-ranging that allow for advanced scanning and OCR (optical character recognition) capabilities, digital signing, and the creation, versioning, tracking, and archiving of structured data.

Organizations that need to comply with regulations benefit from record management systems that offer robust protection and increased collaboration between teams and users. A record management system that offers a sophisticated search facility fits well within a workflow structure to increase productivity and eliminate time wasted on locating and updating important records.

Making the Choice

KRIS Document Management System (DMS) offers a comprehensive all-in-one workflow, content, and record management HR solution that replaces disparate systems. It is an enterprise hub for task and record management, and file sharing through a secure, central repository.

By controlling accessibility while enhancing transparency, HR professionals can improve employee engagement and communication, track user actions and be assured of compliant audit trails throughout the life cycle of every file. Digital data is every company’s biggest asset and having one all-inclusive system make every day tasks effortless giving peace of mind that associated risks are mitigated through effective and efficient controls.