While Data Rooms can be helpful for any kind of secure data-sharing and business collaboration, they are becoming a common thing among Human Resource departments. In this article, we will discuss the role the functionality of human resources Virtual Data Room.
What is the purpose of the human resources Virtual Data Room?
In modern conditions of business intellectualization, human resources are the main source of labor productivity and organization prosperity. Human resources are considered as a set of labor, intellectual, creative, entrepreneurial abilities and moral qualities of workers, the rational formation, use, and development of which ensures the efficiency and competitiveness of organizations in a market innovation environment
The Human Resources department in a corporate structure represents the area in which the processing of data is always linked to the handling of personal data. Personal data is of course always related to people. This is the reason why they must be subject to special protection. Especially in the area of human resources, companies can profitably use the advantages of the Data Room solution for their purposes.
To guarantee the protection of personal data from loss, manipulation, and unauthorized viewing, a technical solution is required that safely excludes even privileged access by administrators. In most cases, however, this requirement cannot be met by conventional cloud solutions. The special business clouds also have problems guaranteeing the effective prevention of unauthorized data access.
Adequate protection of personal data has of course not only been relevant since the new General Data Protection Regulation, or GDPR for short came into force. A residual risk, which should not be underestimated, remains, however, even if companies take the usual organizational and technical data protection measures prescribed by the GDPR. It is therefore understandable that many companies opt for storage offers such as digital Data Rooms to be on the safe side.
HR recruiting in the Data Room
Along with the protection aspect Data Room also provides some benefits to human resources structure:
- Development of corporate culture
The Data Room implementation process establishes and maintains a corporate culture. Optimizing employee interactions and developing horizontal connections lead to team cohesion. At the same time, the responsibility of each employee for the high-quality performance of the assigned task increases.
- Reducing the time spent by managers and employees
The use of the system reduces the time spent on almost all routine operations with documents (creation, search, approval, etc.). In addition, there is an acceleration of workflow and, as a result, of all processes in the organization.
- Transparency of business processes
The system provides the ability to track the stages of the execution of business processes, which makes all activities in the organization absolutely transparent for management and controllable.
- Improving performance discipline
According to statistics, 20% of the tasks received are not performed by the employees responsible for them. Providing full control of all stages of work for the management, the Data Room system directly affects the executive discipline of employees.
- Ease of innovation and learning
Thanks to the notification system built based on the Data Room system, you can quickly bring the new rules of work to all employees. The training time for new employees is reduced due to the ability to quickly search for information necessary for work (regulations, instructions, etc.). The routes and templates of documents are easily changed, after which the employees automatically start working in a new way.