Gestão para RH

Você sabe como o documento digital pode aumentar os resultados do seu RH?

Publicado por ASF Tech em | Atualizado em
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Uma das responsabilidades do departamento de Recursos Humanos de uma empresa é manter a organização e produtividade da equipe, não é verdade? Acontece que, junto a isso, os responsáveis pela área também precisam dar conta de cuidar de uma quantidade enorme de documentos, especialmente quando o assunto é contratação e demissão de funcionários.

Hoje em dia, muitas inovações têm alcançado esse departamento, na tentativa de tornar os processos menos burocráticos e mais ágeis. O documento digital se enquadra exatamente nisso.

A digitalização do RH e o uso de novas tecnologias vêm para que o setor se torne mais estratégico e mais eficaz, podendo atuar mais ativamente nas tomadas de decisões e promovendo mais qualidade de vida e satisfação aos colaboradores.

Neste artigo queremos esclarecer algumas dúvidas sobre documento digital e sua importância nos processos de RH da empresa. Confira!

O documento digital

A gestão de documentos demanda muito tempo e consiste em processos bastante burocráticos, contudo, é essencial para o bom funcionamento de um negócio. Por causa disso, faz-se cada vez mais necessário inovar no departamento de RH, e é aí que entram os documentos digitais.

Trata-se de registrar transações e quaisquer informações sobre a empresa e seus colaboradores de um modo mais moderno e eficiente. A digitalização substitui os documentos em papel, que necessitam de validação, como reconhecimento de firma e autenticação em cartório.

Com o uso de documentos digitais, a comunicação é feita em sua maior parte por meios online, mesmo quando há necessidade de comprovação de autenticidade e irrefutabilidade, graças à praticidade da assinatura digital e dos certificados digitais.

Vale destacar que muitas pessoas utilizam o termo documento eletrônico para se referir a um documento digital, porém, do ponto de vista tecnológico, eles não são exatamente sinônimos.

Um documento eletrônico pode ser registrado e codificado tanto em dígitos binários quanto de forma analógica, sendo acessado e interpretado por meio de um equipamento eletrônico. Já o documento digital é codificado em dígitos binários e acessado por meio de um sistema computacional.

Isso quer dizer que todo documento digital pode ser chamado de documento eletrônico, mas o contrário não é verdade.

As vantagens do documento digital

O uso do modelo tem se espalhado cada vez mais, exatamente por trazer várias vantagens às empresas. Dentre elas, podemos destacar algumas.

Economia de papel

A digitalização do RH tem tudo a ver com sustentabilidade, afinal, a diminuição de impressão de documentos pode ser vista como uma contribuição para a sociedade. O gerenciamento dos processos de maneira digital reduz o número de papéis utilizados na empresa, o que ainda significa redução de ocupação de espaços físicos e de custos de armazenagem.

Praticidade com processos

As atividades administrativas do departamento de Recursos Humanos se tornam muito mais práticas com a implantação de ferramentas digitais. Os processos passam a ser mais inteligentes e menos sujeitos a erros. O armazenamento fácil deixa as buscas mais rápidas e, assim, a equipe evita desperdício de tempo.

Garantia jurídica

A validade jurídica de um documento digital é igual à de um documento impresso, assinado e autenticado em cartório. Isso graças às assinaturas digitais e aos certificados digitais, que identificam pessoas físicas e jurídicas em meio eletrônico desde a criação da ICP – Brasil (Infraestrutura de Chaves Públicas Brasileiras), por meio da Medida Provisória nº 2.200/2001.

Segurança das informações

Os softwares utilizados hoje em dia passam por auditorias e são feitos mediante rigorosos critérios de segurança, visando garantir a integridade das informações. Além disso, o armazenamento em um banco de dados, que concentra todas as informações de documentos e colaboradores, evita o prejuízo que pode ocorrer mediante a perda ou extravio de um documento físico.

As melhorias na rotina do RH

O documento digital otimiza a rotina do profissional do departamento em seus diferentes setores.

Recrutamento e Seleção

É possível que esse processo se torne muito mais eficiente, por exemplo, com o uso de um software de mapeamento de perfil comportamental. Com ele, o RH consegue identificar mais facilmente quais candidatos são mais adequados para os cargos disponíveis.

Hoje em dia, muitas empresas também optam pelas entrevistas por vídeo. Mais do que isso, atualmente já é possível combinar inteligência artificial nesse processo, de forma que por meio de algoritmos específicos os vídeo-currículos sejam analisados e somente os perfis que responderem da maneira desejada sejam classificados para uma avaliação da empresa.

Departamento Pessoal

O processo de contratação costuma ser demorado, pois são diversas fichas a serem preenchidas com informações sobre o novo colaborador, como dados pessoais e exames médicos.

Hoje existe a opção da admissão digital, em que o RH faz tudo dentro de um sistema, com um formulário a ser preenchido digitalmente pelo novo funcionário, que pode anexar todos os documentos exigidos e enviar de um computador ou de seu smartphone.

O departamento médico também pode preencher dados e encaminhar para o Departamento Pessoal sem a necessidade de prazos longos e deslocamento de alguém para entregar resultados de exames.

Treinamento e Desenvolvimento

A automatização dos outros processos e a redução do tempo gasto com burocracias traz o grande benefício de deixar os responsáveis pelo RH mais livres para se dedicarem a ações estratégicas. Dentre elas, a elaboração de programas de treinamento e desenvolvimento mais eficientes e que deixarão os funcionários não só mais preparados, como também mais satisfeitos e motivados.

Além disso, se os documentos e manuais de treinamento estiverem disponíveis digitalmente, os novos funcionários podem acessá-los desde o início do processo de sua contratação.

É importante pensar que não é da noite para o dia que uma empresa elimina todos os seus documentos físicos e passa a utilizar somente os digitais. É fundamental planejar a transição dos processos analógicos para os digitais para garantir bons resultados.

Alguns documentos digitais importantes, como Declarações Federais, Notas Fiscais Eletrônicas e outras diversas obrigações acessórias já são disponibilizados de forma digital, então podem ser armazenados dessa maneira e não precisam mais ser impressos. Uma dica interessante é começar essa implantação com os procedimentos internos da organização, pois isso serve tanto como teste quanto para uma adaptação dos envolvidos.

Gostou de conhecer melhor sobre o documento digital? Se este conteúdo foi útil para você, assine nossa newsletter e não perca as dicas e informações que compartilhamos aqui.

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Quer saber e conhecer mais sobre assinatura eletrônica de documentos pelo celular? Acesse: www.epontodoc.com.br
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