Today’s HR teams are busier than ever. Since they hold responsibility for a vast array of functions — spanning recruitment and onboarding to employee engagement, benefits, and payroll — many are still struggling with reams of paperwork and a sluggish workflow. In particular, paper enrollments are a tedious and time-consuming activity.

Even just the preparation work required to compile packets for each employee is enough to cause headaches and sleepless nights for the most seasoned HR professional!

Here we take a closer look at the shortcomings of paper enrollment and explain why organizations are slowly but surely moving to digital.

Automatic Alerts and Removal of Human Error

Many HR managers are stuck using processes that have manual and printed components, mostly relating to consent and the need to obtain an employee signature. Document signing used to be totally paper-based (after all, timesheets, benefits claims, performance appraisals, and contracts all require signatures).

However, in recent years, electronic systems have reshaped the HR landscape.

With paper enrollment, it’s easy for HR to miss crucial details. Employees often forget to sign up for various aspects of their enrollment process. There is a high risk of human error, inaccuracy, and delay, not to mention the high costs involved, and storage issues.

The digital transformation of HR is partly down to the arrival of eSignatures, which are legally binding, secure, and fully compliant with regulations.

Another benefit of ditching paper for electronic enrollment is that automatic alerts can be used to eliminate missed deadlines — for example, by prompting HR admins on signatures and re-verification.

Eligibility Conditions and Ready Access to Medical Records

Many HR departments have digitalized some aspects of their work, but they are still manually determining eligibility. They are comparing and explaining insurance plan details and organizing summaries, the old-fashioned way.

With online enrollment, HR can establish eligibility conditions in a setup that is much more convenient for both parties. Employees can easily view and weigh up the insurance plans for which they qualify. The HR team no longer has to fill out a mound of paperwork.

Instead, HR can electronically submit benefit elections without having to figure out cryptic handwriting! If a new hire loses his ID card, an online platform enables quick access to any medical information needed for a GP’s appointment or a trip to the pharmacy.

Saving Time With Paperless Systems

Today’s trend towards remote and hybrid working is accelerating the digitalization of HR. The encouraging news is that over 75% of businesses have already started to implement paperless systems in their HR departments (that’s according to a recent survey carried out by the Society of Human Resource Management).

As a result, these companies are spending 35% less time on administrative duties.

At Integrity Data, we’d love to show the remaining 25% of businesses how going paperless can open up a door of opportunities in making HR more effective and efficient — freeing up valuable time so that you can concentrate on issues that impact your company the most.

Ready to Eliminate the Need for Printed Forms and Written Signatures?

Contact our HR and Payroll experts for professional advice and a free consultation.