How To Create a Paperless HR Department: 6 Ways

Paperless HR Software Employee — the How and Why

Many years after the advent of computers, the paperless HR department still remains an elusive goal for many managers. And who could blame them? HR is a department teeming with processes, procedures, and all sorts of legal requirements — most of which are very much paper-based. To go paperless, HR managers have to consider all sorts of security, accuracy, accessibility, and compliance issues.

Good thing paperless technology has gone a long way from simply digitizing files through scanners. Reliable mobile onboarding technologies are available to solve lingering issues and speed up recruitment processes with indisputable cost and environmental benefits.

Paperless technology has been one of the biggest shifts in the HR world in the past five years, and it’s not showing any signs of slowing down. And what’s not to love? Having the right mobile onboarding technology in place that can digitally capture, manage, and protect critical HR data has a huge impact on everyone’s productivity.

But while the paperless trend is gaining traction, there’s still much to achieve. Globally, just about 24 percent of organizations are working towards going paperless. If you’re a company owner contemplating on this big move but are quite daunted by the enormous tasks ahead, here are a few simple and practical steps to help you get started.

1. Implement environment-friendly systems that encourage less paper usage.

The average employee uses up to 45 sheets of paper every day. Document printing takes up about 10 percent of IT costs in most organizations. And then there are document storage and disposal costs, along with postage and courier expenses (if they need to be shipped). Reducing paper use does not only save on costs and space, but there are also massive gains in efficiency. These can be achieved by harnessing the power of the cloud. Transitioning to the cloud allows employees to create and access existing documents anytime, anywhere with any device. ROI on paperless technology such as cloud services often takes 18 months or less, according to AIIM.org.

2. Embrace digital signatures.

As an HR professional, we are all too familiar with the enormous amount of documents that need signatures. Employments contracts, performance appraisals, timesheets, checks, and on-boarding are just some that are typically signed the traditional paper-and-ink way. But the thing is, print and ink signatures take time and even delays. On average, traditional signatures take about 3 days to process. In a paperless environment, digital signatures just take a few hours to accomplish, depending on how fast an employee checks email. More importantly, digital signatures are secure and compliant with regulations in most industries.

3. Do away with printers and faxes.

Printed documents and faxes are expensive and inconvenient. All those printed documents need to be properly organized or stored, or you’ll never find what you’re looking for. You can’t access them when you’re not in the office; and you have to make multiple copies if you want some backup. The problem with most HR departments is that most employees are habitual paper consumers. Cultural resistance is one of the biggest stumbling blocks in establishing a paperless office. As an HR manager, and given the huge benefits of going paperless, isn’t it about time to challenge this thinking?

4. Digitize existing documents

The biggest hurdle for most HR departments isn't the new hires—it’s the decades of paper already sitting in locked cabinets. Transitioning to a paperless office requires a Backfile Conversion Strategy.

Simply "taking a picture" of a document isn't enough. To streamline efficiency, look for systems that use OCR (Optical Character Recognition). This technology turns a flat image into a searchable text document, allowing you to find a specific clause in a 50-page handbook in seconds.

The "Scan and Shred" Roadmap

You don’t have to digitize everything overnight. Most successful HR teams prioritize their files in this order:

1. Active Employee Files: Start with people currently on the payroll.
2. Recent Terminations: Files for employees who left within the last 3 years (crucial for potential legal claims).
3. The "Deep Archive": Only scan these if legally required; otherwise, set a destruction date based on your retention policy.

6. Putting up systems for paperless HR

To fully implement these paperless office measures, proper support infrastructures should be put in place. Employee onboarding software, for instance, addresses most of the steps above by automating tedious work flows and virtually all costs related to hiring paperwork.

If you are a business that needs to onboard new employees fast, you know the administrative overheads can be very overwhelming. An effective mobile HR onboarding system drastically reduces the time it takes to collect and process form for these new hires.

A great mobile, paperless onboarding software allows:

• Employees to access the system using any device
• HR managers to review forms instantly, eliminating piles of paperwork that has come to be staples on desks.
• Enable employees to securely submit documents such as certifications or licenses
• Allows employees to sign forms digitally, using their fingertips

Mastering Compliance and the "Audit-Ready" Mindset

Going paperless isn't just about saving trees; it’s about surviving an audit. When a regulator asks for documentation, "I can't find the folder" is not an acceptable answer.

Smart Data Retention

Different documents have different "shelf lives." For example, the FLSA requires certain payroll records to be kept for 3 years, while I-9 forms have their own specific retention rules (3 years after hire or 1 year after termination). A robust digital HR system can automate these "expiration dates," notifying you when it is legally safe to purge a file.

Role-Based Access Control (RBAC)

In a paper-based office, anyone with a key to the room might see sensitive medical info or salary data. Digital systems allow for Role-Based Access Control. This ensures a Department Manager can see a performance review, but only the HR Director can see an employee's private health insurance claims or Social Security number.

Expanding the Scope: Payroll, Benefits, and Beyond

While onboarding is the natural starting point, a truly paperless HR department integrates the entire employee lifecycle.

• Digital Payroll: Eliminate the "paper trail" of physical checks and pay stubs. Moving to an Electronic Funds Transfer (EFT) system reduces fraud risk and saves hours of manual distribution.
• Open Enrollment: Instead of stacks of benefit booklets, use a digital portal where employees can compare plans and sign up for insurance at their own pace.
• Performance Management: Replace the annual "paper review" with continuous digital feedback loops. This creates a real-time record of employee growth that is never lost in a desk drawer.

WorkBright addresses the pains of the hiring and onboarding process, especially that of the unobserved needs of companies that rely on part-time or seasonal employees. We help employers and new employees get to work without having to go through inefficient onboarding procedures. For more information about our HR paperless solutions and mobile capabilities, check out how we help optimize your workflow to create an efficient HR process.

Your 8-Week Implementation Roadmap

Change doesn't happen by accident; it happens by design. If you are ready to make the leap, here is a proven timeline to get your team on board:

1. Weeks 1-2 (Audit): Identify every process that currently uses paper.
2. Weeks 3-4 (Selection): Choose your software (like WorkBright) and define your folder structures and "tags."
3. Weeks 5-6 (The Big Scan): Begin digitizing active employee files.
4. Weeks 7-8 (Cultural Shift): Train your "Paper Champions"—the employees who are most tech-savvy—to help their peers adjust to the new workflow.

Pro Tip: Don't try to go "100% paperless" on day one. Aim for "paper-light" first, and the momentum will carry you the rest of the way.

Transform Your HR - Go Paperless

Going paperless in HR is becoming easier as technology has advanced. Having a strong plan and the right tools for transitioning to digital is the key to success for ensure security and maintaining a compliant digital trail. One thing is undeniable, the world has gone mobile and those last to get onboard will be left behind spending more time and money to compete while frustrating potential applicants who are quickly becoming accustomed to being able to complete paperwork digitally from their phone, tablet or computer. The good news is that going paperless with HR removes the need for many of the frustrating and time consuming tasks like reminding employees they need to fill something out or screening to see if any additional paperwork is needed or missing. Having a paperless HR solution means less headaches and more time doing what your passionate about, working with people not paper!

Get Started with Paperless HR with WorkBright

Transitioning to a paperless HR department shouldn't feel like a second full-time job. WorkBright is designed to take the weight of this transition off your shoulders by centralizing every step of the employee lifecycle into one mobile-first platform. Whether you are looking to automate i-9 software with our industry-leading fraud detection or searching for employee onboarding software to automatically update state-specific forms across all 50 states, we ensure your digital trail is both audit-ready and effortless. By moving your "filing cabinet" into our secure, encrypted cloud, you gain more than just office space—you gain the freedom to focus on your people while we handle the paperwork.

Frequently Asked Questions

Is a paperless HR department legally compliant?

Yes. Digital HR records are legally compliant provided they meet the standards for security, accessibility, and integrity. In the U.S., the ESIGN Act and the UETA grant digital signatures the same legal weight as traditional ink. Furthermore, professional HR software ensures compliance with FLSA and EEOC record-keeping requirements by maintaining immutable audit trails that track every time a document is accessed or edited.

How long should I keep digital HR records?

Digital retention periods should mirror physical ones. Generally, you should keep basic employee information and payroll records for three years. However, I-9 forms must be retained for three years after the date of hire or one year after the date of employment ends, whichever is later. Using an automated system like WorkBright allows you to set "auto-purge" alerts so you never hold sensitive data longer than legally necessary.

What is the best way to digitize old HR filing cabinets?

The most efficient method is Backfile Conversion using OCR (Optical Character Recognition) technology. Instead of simply scanning files as images, OCR converts them into searchable text. We recommend a "phased transition": digitize active employee files first, then move to recent terminations, and finally shred old documents that have passed their legal retention date.

Can digital HR systems prevent data breaches?

Digital systems are often more secure than physical filing cabinets because of Role-Based Access Control (RBAC). While a physical key can be copied, RBAC ensures that sensitive data (like medical records or SSNs) is only visible to specific authorized users. Furthermore, cloud-based systems provide encrypted backups, protecting your data from physical threats like fire, floods, or theft.