Absenteeism, AI, data security and increasingly fragmented information environments: during our latest HR Business Lunch, HR professionals shared the challenges putting the most pressure on their teams today. One message stood out: going digital is only the first step.
On 1 October, IRIS IMS and Canon Business Services brought together a small group of HR professionals in Wavre for an HR Business Lunch dedicated to the realities of digital HR.
Rather than focusing only on technology, the objective was simple: create an open conversation around the challenges HR teams are facing today, identify where the administrative burden still lies and explore how better information management can help.
Three priorities are putting pressure on HR teams
During the afternoon, participants were invited to share their own priorities through a live poll. Three topics clearly emerged among the most pressing challenges for the months ahead:
Digital doesn’t necessarily mean under control
Another result particularly caught our attention. 63% of participants said their HR documents are digital, but still scattered across shared drives, mailboxes and portals. This distinction matters. Replacing paper with digital documents does not automatically make information easier to find, govern or secure. When employee information remains fragmented across different locations, HR teams can still spend valuable time searching for documents, checking versions and manually following up on processes.
The challenge therefore moves beyond simply going digital to creating an environment where HR information can be structured, securely accessed and efficiently managed.
From paper archives to usable HR information
We shared the example of a healthcare organization managing paper-based HR files across 11 sites. By digitizing its archives and centralizing documents in a secure platform, the organization created a stronger foundation for faster access, better traceability and more efficient HR processes.
from the discussion: three questions to mario
To continue the conversation beyond the round table, we asked Mario Vrancken, our Sales Manager and one of the two presenters, to reflect on what we heard from HR professionals during the afternoon.
What stood out to you most from the discussions with HR professionals?
“The discussions with HR professionals led to a similar conclusion: regardless of the sector they work in, HR departments are facing many of the same challenges. How can we digitize paper-based processes? How can we centralize information? How can we ensure compliance and protect sensitive data? Many HR managers are still at the beginning of this journey and are looking for the right solutions to support them.”
Absenteeism, AI and data security emerged as major concerns. What role can better information management play in addressing these challenges?
“The common factor behind these challenges is the need for a strong and reliable information foundation. Once information is digitized, centralized and properly managed, HR teams can start automating processes more easily – for example, setting up automatic follow-ups for employees returning after a long absence. They can also better manage access rights and explore how AI can support their work, from employee chatbots to intelligent document processing.”
For an HR team whose information is currently scattered across different systems, mailboxes and shared drives, where would you recommend starting?
“The first step is to analyze the current situation and gain a clear understanding of how information and processes are managed today. Canon and IRIS IMS can support organizations in this assessment. Once the starting point and objectives are clear, the next step is to identify priorities and define a realistic roadmap. Our recommendation is simple: start small and move forward step by step. Changing the way an HR department and its employees work takes time, and a gradual approach helps ensure successful adoption.”
Continue the conversation
The discussions confirmed something we see increasingly in HR environments: digitalization is not the end goal.
What matters is turning digital information into information that is structured, accessible, secure and ready to support better processes.
Facing similar challenges within your HR organization?
Talk to our team about how you can bring your HR information back under control.
