13 Aug 2019

Common HR Document Problems

August 13, 2019Uncategorized

Your human resources team is the engine that keeps your business moving. It churns out a continuous flow of forms and files for every employee. Such a large amount of document output can become difficult to control. Recognizing common document mistakes is one of the first steps to streamlining your HR processes. Reviewing how your staff can reduce these common HR document mistakes will prepare you for bumps in the road, set you up for future success and reduce costs. Mistake #1: Not properly securing employee documents and records Working under a careless HR document security policy is bad for your business. Not only can unauthorized personnel access and share sensitive documents with lax controls, but also floods, fires or other unexpected natural disasters can destroy important files for good. HR documents often contain very personal and private employee information, so making sure they are secured and protected is essential. Mistake #2: Not taking I-9 forms seriously Though it’s a recent hot topic, having your employees’ I-9 forms in proper shape has always been imperative. That said, the I-9 form can be a difficult document to complete correctly. Complicating the matter, a new version of the form was released in January 2017, which requires all HR teams to be on the same page and ensure they are using the most up-to-date version. The Department of Homeland Security’s Immigration and Customs Enforcement Agency (ICE) is stepping up its audits of businesses. Failure to comply with an audit for missing or incomplete forms can cost a company serious fines ranging from $2,000 to $10,000 per violation. Mistake #3: Not limiting access to employee records A concern for all HR departments is securing records from unauthorized employees. Other workers should not be able to view or change payroll files, review audits, or sort through unemployment claims. No matter an employee’s intentions, having safeguards in place can mitigate any of these potential situations. Keeping sensitive data within an electronic document management system and refraining from sharing through email or paper alleviates a large part of the headache. Your HR personnel can grant different levels of access within the software. Automatic deletion also ensures documents are destroyed after a set period of time, preventing old forms from falling into the wrong hands. Now that you know the mistakes, what are the next steps? Give us a call and we will help you out.