Peer to Peer Magazine

PEER TO PEER: THE QUARTERLY MAGA ZINE OF ILTA 56 TIME FOR ACTION The best way to mitigate these risks is to implement a secure central repository to manage personnel documents. Here are tips to remember as you consider technologies: • Solutions Cannot Ignore Paper: Going paperless can be a waste of time and resources if the technology does not support the needs of the HR department. When the right technology is deployed, HR document compliance risks are reduced, information flows faster and costs are significantly reduced. Technology that identifies missing documents also eliminates the anxiety of potentially incomplete files. The system works like an automated document checklist: Once it identifies a document as missing, it launches a workflow to track down the document and make sure it gets added to the files. This puts you in a better position to face lawsuits, audits or unemployment claims. • Technology Should Monitor the Retention of Documents: If the repository has document retention rules and is monitoring triggers that drive the rules, such as date of hire or last certification, then the system can drive the entire process. It will become routine to delete documents when their retention period has expired. If records must be placed on hold due to an audit or litigation, your technology should handle that. • Share Links, Not Copies: Rather than send electronic or hard copies of documents, your technology should provide a secure link back to the repository where you can control what people do with the documents. Your technology should provide an audit trail of who reviewed what and when. Be able to send a link that delivers only the documents requested and controls how long the recipient has access. • E-Forms, Not Paper: Paper documents are easily transformed into digital versions, reducing paper, improving efficiency and lowering costs. A robust e-form mechanism manages campaigns and provides a dashboard to monitor progress and results. Your HR and personnel documents must remain secure, and risk is involved when there is incomplete information, noncompliant recordkeeping or document- sharing. Being aware of these issues and implementing the right technology will help you avoid risks and stay compliant. Top 5 Tips To Minimize Risk and Improve Compliance Implement technology that addresses risk, reduces dependence on paper and improves efficiency Develop and enforce recordkeeping policies and procedures Create a retention schedule for each document type Train your managers to understand their role in maintaining a compliant program — policies and procedures are only effective when supported by training and education Consider self-audits to identify areas of improvement; better yet, implement the right technology to continuously perform the audit for you FEATURES Best practices for compliant recordkeeping indicate that payroll, medical documents and background screening information should be stored separately. 2 3 4 5

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