Finance director switches on HR Portal to halt tidal wave of emails
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To smoothly manage compliance documentation in optimum time, documents such as employment contracts, policies and notices of policy changes would need to be communicated to staff, accompanied by proof of delivery and a robust audit trail for regulator inspection purposes.
The company relied on email to send documents to staff and for confirmation of receipt. This was both time consuming and unwieldy, exposing the business to risk of tribunal due to lack of signed documentation.
In consultation with our client, we estimated that staff were spending 4 times more hours than necessary managing compliance administration - and that figure was predicted to rise sharply as admin staff opted for more flexible working arrangements.
How to make document management time efficient and compliant
BENEFIT WITHIN 12 WEEKS
Document management efficiency improved by 75%
“For over 15 years we’ve been delivering tools for managers and staff that help them work smarter and safer.”
CEO, Eledecks Limited Barrister. Associate CIPD.
Our client was unable to rely on staff checking their emails, and replying either clearly or promptly.
Admin capacity was over-burdened by 1-to-1 communication and a disjointed set of management systems.
Manual spreadsheet entries were the only means of tracking document lifecycle, which wasted a significant amount of admin time and was prone to human error.
Our client couldn’t prove that staff had knowledge of email contents, creating a significant compliance gap.
In attempting to ensure follow up with document management, several admin and management staff were being copied into emails often resulting in duplication, confusion and risk of GDPR breaches.