Moving contractor management online: what are you waiting for?

No matter where you work, if you’re managing a contractor workforce, you will always need to record and administrate large amounts of documentation and data. It may feel tedious, but it must be done as the data is needed for your business to perform its operations safely and efficiently. 

The biggest problem, though, particularly when administrating contractor information, is that it can be extremely time-consuming and expensive. Why? Because many businesses are still subscribing to traditional, paper-based record keeping. Not to mention, even when the information is contained in a soft copy (e.g. Excel spreadsheets, Word docs, etc.) on a corporate network, the challenge of time consumption and high cost still isn’t resolved because it’s inefficient to manage, and a lot of time can be wasted trying to find documents you need.   

So what’s the solution? Going online. 

Moving to an online system has a multitude of advantages, all of which will help to save time and money, and make your contractor management operations smoother. 

Let’s explore: 

Accessibility

A contractor’s records often need to be verified by multiple different departments who may be across many sites and locations, or even possibly across the country. Particularly with the Covid-19 situation, their place of work may be at home! When dealing with local files, fulfilling a request for documentation from another department is complicated as you can now have multiple files being updated separately and saved in different locations. Even with today’s collaboration technology, keeping track of multiple versions can be challenging.

So, why not take out the middleman? By using an online system, requests for documents and files become unnecessary — everyone requiring access can log in and view or download the information they need from wherever they are, at any time, and (mostly) from any device.

Monitoring and Notifications

Online management systems can be set up to proactively monitor all documentation and data relating to a contractor. Missing or expired qualifications can be easily flagged, making it clear at a glance what is outstanding. Furthermore, both the contractor and various in-house departments can receive automated proactive notifications of documents (licences, insurances and qualifications) that are expiring, allowing action to be taken before any non-compliance issues or delays are caused.

Increased Security and Redundancy

Data stored on corporate IT networks and local PCs can be prone to data breaches and loss unless you spend significant resources putting appropriate security controls and policies in place. In order to protect a hard-copy document, strong physical security (e.g. locks, keycard access, security personnel, and surveillance) is required and often necessitated by law. If documents then need to be further protected against loss or damage, those costs could be tripled as the documents are duplicated and stored in multiple physical locations. Pair this with providing individual access to all the staff members that may require it? We call this a logistical nightmare.

Online systems wrap all these features into a single seamless package. Backed by strong encryption standards to protect data, and multiple backups in case of hardware failure, online systems provide the safest and most reliable documentation storage and management solutions around. Additionally, access is granted with standard logins (username and password) which makes providing access to multiple people at various locations a breeze, leaving an audit trail should you need to know who has accessed what and when.

Document Retrieval

Searching for a specific document that was previously filed under a past employee’s unique folder structure on a network share drive can be a difficult and time-consuming process. In order to maintain an organised system like this, all staff need to be trained in the filing system being used and how to search when information is needed. Unfortunately, human error will likely result in documents often being filed incorrectly.

An online system that invokes automatic filing (via a user-friendly, browser-based application) and simple search functionality offered by most software applications negate the need for complex training, eliminates the chance of incorrectly filed documents and makes retrieval as simple and easy as a few clicks.

Faster and Simpler Negotiations

As we’ve mentioned, not all contractors are going to be based in the same location as the business’s main office. Handling the details of a tender response while ensuring all the necessary documentation is in place can cause significant delays, especially if documents need to be changed or updated multiple times through the process.

Online systems allow instant transmission and collaboration of vital information, from insurances to qualifications and licences, while also tracking any changes.

Transitioning from a manual system that has been in place for years to an online contractor management system, like Conserve, may seem like a daunting task, but the benefits make it a no-brainer. 

We guarantee far greater efficiency with built-in workflows underpinned by technology, higher accuracy of stored information and easily accessible contractor data, resulting in countless hours and money saved. 

Ultimately, moving online will make your business’s contractor compliance operations smoother, faster, and more efficient. So, what are you waiting for? 

Want to learn more about how Conserve can help streamline your business? Get in touch with us today, and subscribe to our newsletter for regular updates and insights!