10/1/08 10:00 AM

Paperless HR Can Facilitate Eco-Friendly Workspace

By Pete Wolfinger

CheckPoint HR, a New Jersey based company dedicated to helping mid-sized organizations automate their human resource operations, has released its top five steps to establishing an eco-conscious business environment.

Among its first suggestions is moving toward a paperless HR department.

According to a 2007 Environmental Paper Network (EPN) study, if the United States cut paper use by just 10 percent, it would prevent the emission of 1.6 million tons of greenhouse gases—equivalent to taking 280,000 cars off the road.

To begin this automation and to limit paper use, CheckP suggests that companies use a human resources management systems (HRMS) portal to allow employees to view paper-heavy documents such as company handbooks, pay stubs, PTO requests and benefit enrollment choices solely online.

“Choosing a method besides paper that allows documents to be viewed or updated at any time, it just makes sense,” said Tim Padva, CEO and co-founder of CheckPoint. “This automation should be incorporated into the workplace to make life that much easier for businesses.”

Other steps that can move HR departments in an eco-friendly direction include:

• Using direct deposit to eliminate printed pay stubs and payroll reports.
• Establishing an online training program that gets rid of lengthy training guides.• Viewing updated corporate policies online instead of via paper memos.
• Inputting personal information such as licenses and certifications electronically.

• Installing other programs that eliminate paper trails.

Going paperless has more than just environmental benefits, however.

“Going green is socially accepted, a hot topic, right now,” said Padva. “Yes, it’s going to save some trees, but it’s going to so do much more.”

Paperless records can be more secure than paper ones and not nearly as susceptible to hostile events such as natural disasters, he said.

“Your disaster recovery is much easier if you are paperless. If your vendors around the country are backing up your files, which they probably are, [the files] are not subject to the damage of that individual workplace,” said Padva.

“Paper is an old habit that can die very easily if you show people another way,” he added.

Pete Wolfinger is an editorial intern for SHRM.

Related Articles:

Paperless Payroll Takes Off in Kansas, SHRM Online, Workplace Law Library, October 2007

Speaking Green, HR Magazine, June 2008

Paperless HR Toolkit, SHRM Home, Knowledge Center