Any company who has an HR department knows that tax season can get dicey. As new hires have come on, the HR department will have them fill out stacks of paper, and somewhere in there is an I-9 and a W2 that they filled out. Throughout the year, incomes, dependents, last names, and other variables change, meaning tax document updates are frequent. Finding the most current version in a stack of files at the end of the year for an entire company worth of employees is no small headache, and mistakes often result in a complicated tax process, the printing and sending of multiple end of the year tax summaries. This certainly does not use time well, and the overuse of paper can be costly.
Document Management to Organize Tax Documents
Not only do you need a year’s worth of information on each employee, but many tax documents have to be held onto for years after the fact. Using a document management system, your HR department could enjoy a clear desk and a lower stress level. Each time an employee fills out a new I-9, it is simply scanned and saved as the most recent version in your document management system. It takes away the risk of losing documents, the time spent looking for them, and the higher possibility of private information being easily accessed in your office.
Keeping it Simple
At the end of the day, document management helps your HR department keep things simple. Documents are organized and easy to access, they are easy to alter when changes come up; things are much simpler.
If your HR department would benefit from some simplicity in their office, contact us!