From paper to progress: how smarter HR information management unlocks strategic impact

But with all this forward momentum, why haven’t HR ways of working kept up? In short, why do so many HR employees still find themselves photocopying contracts and manually entering data in spreadsheets as if it were 2005?

Even as widespread changes to hiring policies and ways of working in many businesses place HR in the spotlight and accelerate its evolution from a tactical function into a strategic priority, many HR departments remain hampered by manual processes, slow workflows, and fragmented systems.

Despite advances in workplace technology, 48% of HR professionals rate their own information management as mediocre or poor¹. Many still rely on paper-based processes, email chains, and spreadsheets to track employee records, compliance, and performance reviews. This inefficiency wastes time, increases risk, and limits HR’s ability to deliver strategic value.

For HR teams to add the most value in modern businesses, there needs to a shift away from spending time on reactively completing tasks, towards anticipating business needs. For that to happen, HR teams need the tools to get admin done more efficiently, and with less oversight, freeing them to drive change through their organisations.

When HR processes aren’t working, the entire organisation feels the impact.

A poor onboarding experience, for example, can make a lasting impression. The impact can be serious, with one in four employees feeling let down within their first three months². Poor systems also introduce potential compliance risks, with 31% of organisations admitting their HR data security is inadequate³. These inefficiencies increase turnover, create governance risks, and prevent HR from pursuing strategic priorities.

HR teams spend an average of five or more hours per week on administrative tasks⁴ – and for larger organisations, this number climbs steeply. In the absence of effective digital systems, HR professionals spend more time chasing approvals, manually tracking compliance, and compiling reports, instead of focusing on talent strategy.

HR departments handle sensitive employee information, yet many still rely on disconnected spreadsheets, paper records, or outdated systems. GDPR fines alone exceeded €2.1 billion across the EU in 2023⁵. Without secure, automated compliance tracking in HR, organisations face increased legal risk.

HR teams hold valuable workforce data but often lack the tools to analyse and act on it. As HR leaders look to adopt a more strategic position in relation to executive leadership teams, accessing real-time insights into employee trends, skills gaps, and retention risks will be crucial in shifting decision-making to proactive rather than reactive⁶.

Leading organisations are moving toward automated, digital-first HR processes that cut admin time, improve security, and unlock data-driven insights. In doing so, they see benefits far beyond traditional HR people management.

HR teams using automation dramatically reduce their administrative workloads. Canon Italy, for example, implemented a digital HR case management system internally, cutting admin time by 15% while improving compliance tracking⁷. Functionality such as self-service HR portals allow employees to access policies, request leave, and update records without manual HR intervention, reducing queries by up to 50%⁸.

Automated document tracking, compliance monitoring, and secure role-based access to HR information significantly reduce compliance and security risks. Good progress has been made here, with over 53% of IT leaders already implementing automated security measures for HR records to prevent unauthorised access⁹.

HR teams use a variety of methods to track critical workforce data such as turnover and engagement trends. Many of these methods involve HR workers manually reviewing information from different sources and pulling together status reports. Real-time dashboards provide instant access to this data, while unlocking predictive analytics to help HR leaders anticipate hiring needs, identify attrition risks, and plan for future skills gaps¹⁰.

Above all, HR is about people, not processes. A digital-first approach improves onboarding, performance tracking, and HR service accessibility, offering employees the seamless digital experience they expect. Canon research shows that companies that modernise their HR systems see a 25% boost in employee satisfaction¹¹.

For many HR teams, digitising information management can feel overwhelming. The good news is that transformation does not have to be painful or happen overnight. A structured, phased approach ensures quick wins while laying the foundation for long-term digitisation.

1. Assess current inefficiencies – Identify bottlenecks in HR workflows and compliance tracking.
2. Select an integrated HR Information System (HRIS) – Ensure it includes features around automation, analytics, and secure access controls.
3. Digitise and centralise employee records – Move from paper-based to digital storage for faster access and better security.
4. Automate key HR workflows – Start with areas such as onboarding, compliance tracking, and performance management to see quick wins.
5. Strengthen compliance and security – Implement automated document retention policies, audit logs, and role-based access.
6. Support adoption with training and change management – Ensure HR teams and employees are comfortable using the new systems.

HR leaders have a unique opportunity to redefine their role in the business. No longer seen as administrators, they are becoming strategic enablers, workforce planners, and key decision-makers. But to do so, they need modern, digital tools that enable them to focus on people, not paperwork.

The shift to intelligent information management is not just an efficiency play – it is a fundamental shift in how HR operates. Those who modernise will enhance employee experience, strengthen compliance, and gain the insights needed to drive business success.

The question is no longer whether the HR function should digitise, but how quickly your organisation can move.