From consumer technologies to corporate systems, one of the biggest challenges to implementing new software is user resistance. Users often have an aversion to parting with their old systems due to long-standing familiarity from years of use. Within an organization, this familiarity can be beneficial; however, as new technology is developed, those benefits are quickly eclipsed by the vastly improved efficiency of the new processes. Migrating to a new system may seem like a big step, but it’s necessary for growth. Ensuring that systems are efficient and functional is of utmost importance to local governments; accountability to constituents depends on it.

There Are Five Telltale Signs That Your Local Government Needs a New, Updated HR System:

1. Errors Occurring in Documents or Calculations

Because the HR department deals with sensitive information, when an error is made it can tend to have significant consequences. The most glaring examples involve those related to delayed paychecks or sharing private employee information. These potentially devastating mistakes stem from human error involving manual processes such as calculations, updating spreadsheets, and scanning paper documents. Updating to a new HR system automates these processes and more, eliminating the potential for such errors to occur.

2. Workforce Outgrowing Current HR Capabilities

Studies show that government departments will experience significant growth through the next decade. The demand from a growing number of employees can put strain on an HR department. Introducing modern automated business processes enables HR professionals to devote more time to more important tasks.

3. Non-Compliance Penalties Starting to Become Regular

With a paper-based system, HR records fail to meet regulations, resulting in hefty fines for poor record keeping. Often disruptive and long, audits of paper records can cost the organization days of lost productivity. By digitizing records you will avoid those fines as well as the disruptive audit process.

4. Operational Costs Becoming Untenable

Paper files entail storage and maintenance costs, which grow over time. Operational costs are raised further from the expense of paper, ink, and other printing and mailing supplies. Effective business process management solutions can quickly pay for themselves simply by eliminating these unnecessary costs.

5. Departments Are Being Restructured

Governments sometimes amalgamate different departments as they restructure for better efficiency. This presents an issue for a manual HR department when files must be reorganized to fit into the new structure, resulting in a lot of extra paperwork. The restructuring phase is an ideal time for implementation of an automated HR system through which records can be moved seamlessly.

Ricoh has migrated solutions for local governments across Canada, giving us the experience to ensure an effective, efficient, and user-friendly process. Our solutions integrate with existing software and hardware, eliminating the need for any additional purchases and allowing employees to retain the familiarity they cherish. Furthermore, we realize the unique needs of each government and your new HR system will be custom designed with your needs in mind. Our fully customizable solutions include the ability to classify documents according to your pertinent compliance standards. Finally, Ricoh is very knowledgeable about how to transition HR departments to use new HR systems. We integrate our solutions with your existing HR processes so that you can get up and running quickly.


Don’t be held back by manual paper-based HR systems. Learn more about how Ricoh can help you.