In addition, providers of paperless solutions are helping organizations integrate their systems and applications to work together seamlessly. Effective passwords, attention to users’ access rights and encryption of sensitive data are common tools. However, regardless of the storage method, “Most of these risks can be dealt with,” said Damon Lovett, senior consultant for Texas-based HR tech consulting firm KnowledgeSource. And IT staffs might have additional concerns with security in the cloud. When HR information is stored in the cloud instead of the company’s server room-a trend that experts say is accelerating-these same issues exist. Security controls must take into account employees who access databases remotely through mobile devices.
Data must be backed up to avoid catastrophic losses. Employers might inadvertently gain access to documents they shouldn’t see-such as private employee medical information. Databases housed in the company headquarters can be hacked. Security is a concern with any electronic records. “If you go outside for a paperless solution, there will be security and integration issues,” said Morgan Yeates, research director for the HR business process outsourcing market at Connecticut-based IT advisory company Gartner.
For example, some systems can alert HR when an increase in an employee’s hours might have implications under the Affordable Care Act.
And they are designed to accommodate the vast and changing array of compliance issues that keep HR professionals awake at night. Such systems significantly reduce the storage space needed. 1 reasons for people to go to a paperless system,” said Peterson. Technology experts and HR professionals say implementing computer-based systems that eliminate the need for paper can save time and money. It’s inevitable,” said Matt Peterson, president and CEO of Utah-based document management services provider eFileCabinet. In the not-too-distant future, “Everybody will be paperless. We look forward to working with EmCentrix well into the future.Improved technology and security are prompting HR departments to shift more functions to paperless processes. We are very pleased with the support we get from EmCentrix and the performance of the MyPaperLessOffice platform. Additionally, we have also rolled out a number of different applications within the HRIS system including a custom portal for the Firm. I have worked with the same group of support staff at EmCentrix since day one. Now, more than six years later and a significant cost savings from what we had before we are just has happy today if not more than the first day we went live with MyPaperLessOffice. When officially rolling out the system in January of 2012 it was a seamless experience, there were no issues. From the start, EmCentrix was very accommodating throughout the implementation process, very easy to coordinate with on all steps of the implementation especially on getting all existing information uploaded in the new system. We began working with MPO on implementation of our NEW payroll and HRIS system in the Fall of 2011. We have been a client of EmCentrix and MyPaperLessOffice (MPO) since January of 2012.
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