During the last weeks I have read almost everything about the Labor Day Registry, whose regulation came into force on May 12. After the approval by Decree-Law of the new regulation, the truth is that, what started as a minor issue, has gradually spread chaos among all kinds of organizations.

One of the things that companies are “most concerned about” is not the record itself, of the workday, but the fact that the documentation must be kept for four years. Period during which, in addition, the information must be available to both the workers and the Labor Inspection or Social Security. What have the human resources areas seen in this obligation? Well, basically, a greater administrative burden to be faced.

And I say administrative burden, but I add that, in addition, action protocols must be established, first, to proceed to the records, then to store the information, then so that the workers can sign – along with their payroll – the record of the hours ordinary and extraordinary that they have made during that month, etc.

However, my vision, beyond seeing whether the measure is correct or not, is extremely simplistic. Any process that implies an additional administrative burden must be automated. In this case, the solution is not complicated at all, even more so for those organizations that already have a working human resources management solution.

It is clear that implementing any change supposes an extra effort. We will not deny that. It will be necessary to see what transfer system is implemented, in the event that there is no in-person registration based on solutions or proximity, whether fingerprints, irises, voice or any other personal characteristic; a computer system that records the time of entry and exit through an App installed on the mobile; or even the Excel of a lifetime.

I think that what is generating the discomfort is not so much the need to enable a transfer system, but the need to have to keep more documents and maintain new systems. Decree-Law 8/2019 requires, indirectly, to prepare reports and ensure that everyone signs in and out of their day.

Clear. For those who work in front of a computer or always in the same location, there are no doubts. But what about those companies whose workforce is mostly, or in small proportions -either- mobile, itinerant, work in shifts or remotely. In these cases, we are no longer talking only about more paperwork or an extra administrative burden, but also about a more complicated and more expensive transfer model.

Or not? My first reflection is that we stay calm. I believe that, as part of the digital transformation process that human resources areas are undertaking, they are also beginning to implement more agile working models, which, in turn, allows them to make their operations more flexible and to modify and even implement changes faster way. And so, respond to the dizzying pace imposed by current events: business, social and legislative.

Now, to automate, streamline, flexibility and provide faster and more transparent responses, the role of technology is decisive. In order not to stray too far from the subject, specifically, there are already on the market, human resources management solutions, in the cloud, which incorporate modules with the necessary functionalities to comply with the new regulation. Therefore, the Registration of the Labor Day, for those organizations that already have this type of solution or similar, will not be, at least, administratively, as complicated as it seems.

But watch out! If you do not yet have this type of solution or if you are in the process of actively searching, you will have to pay attention not only to scalability or functionality, but also take into account the integration capacity that it presents. Why? Basically because there are very good applications to manage talent, specialized precisely in that, in managing the entire work life cycle of people, but they do not have to cover other areas such as payroll or face-to-face registration. Facilitating integration with other systems specialized in these aspects provides a global solution made up, in turn, of the best applications available in each environment.

Article published by José Manuel Villaseñor, Partner Director of Cezanne HR in Spain in Digital HR