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We are looking at making our hiring process completely paperless. I have yet to find anyone who does this completely and was hoping to see if anyone has experience with this who may be able to provide some guidance, tips or lessons learned as we embark on the process. Also, if you have considered this but did not end up doing it, I would be interested to know why.
Thanks.
Rob
6 replies
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I went from a paper hiring process to a non-paper process. We implemented an ATS system called PCRecruiter. It enabled you to manage every aspect of the recruiting process electronically. Even date stamped and time stamped every transaction. It also allowed you to communicate with the hiring manager. You also can search on every transaction that takes place. Conversations, candidate interaction within the process, status, calendar, sending correspondence, etc.
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I would just caution you to make sure all pieces of your process are validated and you can reproduce the complete hiring process. Especially if you are a Federal Contractor.....
Good Luck. Please share your successes and concerns if you decide to go this way.
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Hello,
We have gone paperless with our new hire process as well. Our ATS has an On-Boarding function. We have had our offer letter and other related documents configured with electronic signaturing so that the entire system is automated. We went live in February of this year and it is working very well. Our only recent issue is that our legal team changed one of our new hire documents and asked us to implement the change immediately and the only way to implement it without delay was to ask recent new hires to print and sign a hard copy until we can have an automated copy configured for electronic signaturing.
Please contact me if you would like more information.
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Thanks for your responses thus far. Our application process is completely paperless and our ATS allows us to attach documents to records, so we are OK there. Although our ATS and HRIS systems are independent, we have developed a simple report that allows us to upload the data from the ATS to the HRIS system very easily.
The problem begins for us with the mountains of new hire paperwork that need to be completed. We would like to go to a system that pre-populates all of the required information (including tax forms and the I-9)so that new hires don't have to fill out all the paperwork. Ideally, once they are hired, we would electronically send them pre-populated documents that they could review, complete (in the case of, say, tax witholdings)and then electronically sign and return to us. The ultimate goal is to have all employee files stored electronically. Hope this is clear.
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I would start by looking at your technology. Does your ATS and other systems allow you to be paperless? Our group is paperless with everything being done electronically via our ATS, email, or internet websites.
One thing to look at is a system that allows documents that are faxed to be received electronically as a pdf file �?? basically a scanned image of the paper. You might be able to do this with interview notes - have the managers fax you their interview notes which you would receive electronically, then attach them to the candidate or requisition in your ATS.
What are you currently still using paper for? The group might be able to offer some more specific ideas depending on what pieces of your process are not yet paperless.
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Rob, At our company, we have gone totally paperless except for the interview process where interviewers write their own comments on a questionnaire and print out resume for the interview. We use our own applicant management system and everything is kept paperless in the system and it is available to the people who need to see the information. We are a small company and easier to manage too. You can write to me if you would like to know more about our process or the applicant management system.
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