Recently rules around right to work and managing employee records have been changed. Inability to produce documents to prove the right to work can result in a flat fine of £20,000 or even imprisonment for key stakeholders in any organisation. Tesco and a few other retail giants have been penalised heavily for this reason. Hence, maintaining up-to-date employee documents is a key concern for HR departments especially in retail and other sectors that employ large numbers of temporary staff.
The opportunity to digitise or electronically capture these records using document scanning software can address the following issues:
- Limitations in available storage space or cost of storing paper documents.
- Effort required to file, retrieve and share documents.
- Overall efficiency in managing records.
- Risks of failing to meet compliance standards due to missing documents or poor security.
In addressing the above issues, organisations use document scanning or capture as an enabling technology, the product of which is a digital document image which can be indexed with a range of useful metadata, such as employee name, employee id, job title, department, start date and so on. The digital document images can be accessed from any HR/records management system and can be shared with remote workers easily without bearing the cost of mailing and risk of documents getting lost.
Digital documents not only make right to work checks easier but resolve other issues surrounding security and data protection while sharing of employee records. The benefits definetly outweigh the costs.