Why Staying Paper-Based Could Be Putting Your Business at Risk

Updated: Oct 15

If your business is still paper-based, you’re putting yourself at HUGE risk. 📑⚠️

Let’s break down why it’s time to make the move to digital HR management and how the right software can make your life a whole lot easier.

Papers Stacked High On Desk — Bearman HR | Supporting Businesses in Kent

🔎 GDPR Compliance Risks | HR Services

Keeping your HR records on paper makes it much harder to comply with GDPR (General Data Protection Regulation), as well as the Working Time Directive (WTD) and Right to Work (RTW) requirements.

Finding the right employee files, signed consents, or training records can be a nightmare when you’re wading through a cupboard full of paperwork — and even worse if someone’s taken the file home.

Remember: GDPR non-compliance can lead to fines of up to 4% of your annual turnover.

So, it’s absolutely worth ensuring your HR documentation is stored securely and managed in line with data protection laws.

⚖️ Employment Law Compliance

Employment law moves fast. Policies, contracts, and employee documentation must be accurate and up to date at all times — something that’s difficult to guarantee when you’re still working from piles of paper.

By digitalising your HR processes we help you:

Reduce admin and human error
Access live, accurate employee information
Stay legally compliant with UK employment law

Digital HR isn’t just about efficiency - it’s about compliance, accountability, and peace of mind.

🐢 Paper-Based Systems Slow Everything Down

Efficiency is key. Time is money and manual HR systems waste both.

When you’re still handling employee records, absence forms, or performance documents on paper, everything takes longer and increases the chance of mistakes.

By partnering with Bearman HR, we help you implement digital HR tools that save time, improve visibility, and enhance communication between management and employees.

The result? A faster, smoother, and more professional HR process that supports your business growth.

🗑️ Poor Workforce Management

From rotas and payroll to holiday requests and absence tracking, paper-based systems leave far too much room for human error.

We’ll help you streamline this by introducing user-friendly digital systems that make managing your workforce effortless:

✅ Track absences and holidays in seconds

✅ Manage resources and scheduling efficiently

✅ Approve and store documentation securely

This not only makes life easier for you and your team, but it also gives you real-time insights to manage performance, resource, and costs effectively.

🤔 The Solution: Go Digital

You don’t need to be an HR expert as that’s what we’re here for.

At Bearman HR, we help you digitalise and automate your people processes using trusted, award-winning software such as Breathe HR designed specifically for small and medium-sized businesses.

We’ll take care of everything, including:

System setup and data migration
Customising your HR software to suit your business
Training your managers and team to use it effectively

No matter your industry from healthcare and hospitality to engineering or education, we’ll make sure your HR is compliant, efficient, and secure.

🚀 Let’s Bring Your HR Into the Future

If you’re ready to move away from outdated paper files and streamline your HR management, Bearman HR can help.

We work with businesses across Kent, Medway, and the South East to modernise their HR processes, reduce risk, and create a more efficient way of working.

📞 Call us: 07956 466 247

📧 Email: info@bearmanhr.co.uk

🌐 Visit: www.bearmanhr.co.uk

Start your journey towards a compliant, efficient, and stress-free HR system today - no matter what sector you’re in.