Registration of employees: how can technology help?

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Registration of employees: how can technology help?

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The registration of employees is one of the most important management tasks of HR (Human Resources), as it gathers the main data of an organization's professionals. Such information serves as a basis for the preparation of essential documents, and can also facilitate the tasks of other sectors such as finance and accounting.

Through digital tools and their various functionalities, the HR sector optimizes the process of registering employees. With them, your operational and managerial activities are automated, offering the process more agility, informational protection, superior storage capacity, reduced incidence of manual errors, bureaucracy break, among others.

To better exemplify the importance of this technological support for the registration of employees, we have separated advantages that will convince you. Follow the post and check them out!

What is the employee registration for?

The register of collaborators is a document that centralizes the most important information of all collaborators in an organization, and it is generated and managed by HR.

Departments such as accounting and finance also make use of this same database for individual and interrelated activities, such as the admission process, dismissal, calculation of benefits, termination, consultation of the FGTS (Guarantee Fund for Length of Service) , among others.

Therefore, the storage of this information must be done in a cautious, organized, methodical, safe and functional manner. This consultation shared between sectors ensures informational alignment, reducing the incidence of errors and rework.

What type of information does the employee registry have?

According to article 41 of the CLT (Consolidation of Labor Laws), some data must be present in the admission form for the registration of new employees. Check out the main ones below:

  • Name;
  • birth date;
  • place of birth and nationality;
  • CPF (Register of Natural Persons);
  • RG (General Registry) / Identity Card;
  • marital status;
  • reservist certificate;
  • Voter registration;
  • address;
  • telephone;
  • photography;
  • PIS (Social Integration Program) number;
  • PASEP number (Program for the Formation of Public Service Heritage);
  • number and series of the CTPS (Work and Social Security Card);
  • formation;
  • title and function;
  • admission date;
  • working hours;
  • salary remuneration;
  • benefits;
  • vacation;
  • career path;
  • social charges;
  • work accident or occupational diseases.

How can technology help in managing the registration of employees?

The technology optimizes the management of employee registration information since its collection.

Through digital resources such as specialized software in Human Resources management, all documents necessary for systematization arrive digitized and are archived in the cloud on an online platform. In other words, from the hiring process, technology improves operational activities.

These features offer increased storage capacity, eliminating the need for a physical storage space, ensuring the quality and legibility of documents, preserving and securing documents, checking the legitimacy of information and facilitating the search for documents specific. The implementation of these technologies only brings benefits to the practical and strategic activities of the sector.

What are the advantages of automating the registration of employees?

See below for more advantages that technology can offer, automating the management of employee registration.

Process optimization

Some technological tools bring features that simplify and streamline the HR department's processes, such as searching for individual information about certain employees. In a few clicks, any data can be consulted.

Working time can be used more profitably with more strategic activities such as people management, planning and qualification trainings.

In addition, sharing information with other sectors involved is facilitated, better integrating teams and enhancing the Communication.

Reduction of manual errors

Manual and repetitive activities, especially such as filling out spreadsheets and copying data, are likely to generate errors.

Whether due to fatigue or lack of attention, an employee can confuse information and cause major problems for the company, including financial and legal ones.

Technologies developed especially for the sector offer the automation of a large part of these activities susceptible to errors, reducing their incidence. Therefore, the guarantee of excellence in information management is integral.

information security

The digitization of documents is a security measure against damage and loss, which are frequent in the archiving of physical material. Automated employee registration forms store scanned documents in the cloud, receive protection from various digital defense programs and are also constantly backed up to ensure that unforeseen events do not compromise information security.

Also, the files are easily updatable. To replace a document, just delete the old one and import the new one. Data is kept up to date in a practical and organized way.

Decrease in costs

Technology still financially impacts the organization, because the automation of employee registration eliminate expenses with document printing and time loss with bureaucratic processes.

Furthermore, the process gains speed in the assembly of its logical structure and in the organization of all data, providing conditions for optimize team performance.

Influence on people management

Another advantage of technology is its influence on people management. A big difference for companies that adopt digital resources to systematize registration data are the facilities they bring to their routine.

Some simple examples are birthday reminders, a reminder of a special occasion like being hired, a professional achievement like a promotion, warning of a vacation coming up, and so on. These precautions make all the difference in the relationship with the organization's workforce.

The HR sector can promote actions that encourage involvement with employees, increase their satisfaction and further develop the feeling of belonging to the institution. The organization scores points with respect and employee motivation.

In addition to operational gains, these technological tools give confidence and protection to the Human Resources professional, as they provide conditions for their strategic and skillful potential to be stimulated and explored. With this, new ideas to enhance management definitely come to life.

Therefore, it is so necessary and important to adopt technologies that offer functionalities to optimize the management of the registration of employees. More than general organization, these features provide new perspectives.

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