Human resources database software can work for almost any business, whether you own a small business or a large company. HR databases contain information on all employees and can sometimes also contain information on business contacts and other vital company information. The best HR database software will help you organize all your employee files and put this information onto a single searchable database so you can find what you need with just a few clicks.

Working with human resources database software also provides HR employees the chance to acquire additional training skills when it comes to using the software. To find the best HR database software application for your business, consider the following:

1. The size of your business.

2. How accessible an HR database tool you will need.

3. Whether the software company provides the training necessary for your employees.

Action Steps
The best contacts and resources to help you get it done

Find a human resources database software application that fits the size of your business

Choosing the right software for the right business is important if you want to get the most out of it. Many software programs design their features according to the size of the business, so it is important to choose a program that meets your needs, however large or small.

I recommend: HRTools provides information and reviews on many HR database software solutions for small businesses. The HRTechNews.com Blog also provides a lot of useful information on how to choose the right software program and which factors to consider.

Choose a human resources software tool that you can access from multiple locations

Another consideration when purchasing HR software is to determine whether you need access to the database program from multiple locations. This can be as simple as letting all the computers on the same server access the same databases, or the service can be provided through Internet access.

I recommend: IEmployee provides solutions for HR databases and other management tools that you can access online for convenience. HR Systems can set up its program to work with multiple computers on the same network, so your employees can get access throughout the workplace.

Find providers of human resources software that also offer training

The cost of training employees to use human resources database systems and programs is an unforeseen by many businesses. Many software suppliers will also offer training courses for their software. These course can be online or in a classroom, or a short training seminar given at the office.

I recommend: If you want to get the most out of the human resource database programs you use, consider training sessions from Dresser and Associates for its Sage Abra software. You can also find resources and news on training employees at the EffortlessHR blog.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Many human resources database programs can be upgraded to accommodate a growing business, so choose a program provider that offers discounted upgrades when your business outgrows its current needs.

Human resources information multiplies fast, leaving you wanting to pull your hair out when you can’t locate specific information.

An HR database tool should maintain employee records, job-related data, HR reports and business information. Human resource database programs centralize all HR-related information for management and easy access.

Human resource database programs on the market offer choices in desktop versions, plus web-based and server-based.

When you purchase HR database software applications, think about the following:

1. Comprehensive human resources software packages can take care of all your HR software needs, including database management.

2. Use HR databases to query or search for specific information. The ability to query allows you to streamline tasks. For example, if you need to determine who needs a performance evaluation within the next month, a query can provide that information in significantly less time than it takes to go through individual personnel files.

3. Increase the accuracy of information with a centralized database.

Action Steps
The best contacts and resources to help you get it done

Let size determine your needs

Just as you wouldn't hire a semi to move a single potted plant, you don't need a huge database program for a small business with fewer than 10 employees. Likewise, trying to make a small business application fit the needs of a huge corporation is futile. Let your software match your business needs now, while keeping in mind expected growth within the next few years.

I recommend: A smaller company might be perfectly satisfied with a less expensive desktop database program like FileMaker, while dB Organizer Deluxe grows along with your business.

Choose comprehensive human resources database programs

If your human resources needs are growing quickly, you may benefit from one of the comprehensive HR software packages that include database features.

I recommend: Dynamic is Microsoft’s answer for business solutions. It includes database management and a host of other features for the busy HR office. For small to mid-sized businesses, look at a human resources management system (HRMS) like HROffice or Oracle's PeopleSoft Enterprise Human Resources database programs.

Select server-based HR database software for multiple locations

Centralize your human relations database software to one server. Server-based database software works best with multiple users at different locations. For example, a chain of stores or franchise might need to log on to a centralized system.

I recommend: Look at managing server based HR databases with Microsoft SQL Server database software. IBM's DB2 works with both Windows and Linux UNIX operating systems.

Customize human resources databases

If your business has specialized HR database tool needs that you can't find in any of the current human resources software solutions, have an IT firm create the database solutions you need.

I recommend: Along with a comprehensive software programs, HROffice can create customized solutions for your business. The Zodeca Company creates database applications based on a company’s needs and priorities. Personnel Organizer Deluxe allows you to do your own customizing of HR databases with its wizards and templates.

Get database training

If more than one person in your business uses human resources database programs, ask the vendor to provide staff training to learn to use the software program.

I recommend: Sage Software offers multiple training options for businesses. MyStaffingPro offers demonstrations and live chats in lieu of onsite training.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Download free trials of human resources database tools before you make your decision.
• •  Track changes to databases by assigning individual sign-on information and passwords for each employee who will use the program.
• •  Arrange for regular back-ups of business database information.

HR databases are essential to most small and large businesses, because this is where information on employees is located. Human resources database solutions should have the versatility to work for your business, no matter what industry you're in. The HR database tool must also be easy to use, yet still secure enough that unauthorized personnel cannot access sensitive employee information.

The pricing and costs of human resources database software are determined by its features and how comprehensive its functions are. Some of the most important aspects of HR database software to consider when purchasing are:

1. How accessible the HR databases are for HR employees.

2. The security of the information in the database.

3. And special features or customization needed for your business.

Action Steps
The best contacts and resources to help you get it done

Choose human resource database programs that fit the size of your business

The size of the business is very important when choosing providers of human resources software. The wrong database software system can either cost a company thousands of dollars for unnecessary features, or it can cost a lot of money to upgrade. Programs start at $5,000 for small businesses and can cost up to $250,000 for very large corporations. Larger corporations need to pay more for software, so they can provide access across networks and handle a massive amount of data. But basic packages can provide small businesses with many features to manage their human resource databases.

I recommend: 2020Software.com provides reviews of features, including in the top human resources database software programs. Microsoft offers Microsoft Dynamics, which allows you to scale the database program to the size of your business.

Consider server-based human resources database programs for easy access

In a fast paced world, vital information must be on hand for those who travel or those who just need access between different computers on the same network. There are many HR database programs that can give you the freedom to access the database from a number of different computers. This type of software can cost $15,000 to $20,000 for a mid-sized business.

I recommend: PerfectSoftware provides Perfect HR, a human resources software tool that gives users a type of web-based access to the database from remote locations. Database Answers provides answers to many common questions on choosing the right database and how different types of databases work to streamline business.

Find providers of HR database software that can customize their products

If you want to get the best database system for your human resources department, you may need a completely customized system that includes vital features. The price of customization of database software can easily reach $200,000. But with a customized software program your business's needs can be met more specifically. For instance, a program can be designed to keep data that cannot be included on standard programs.

I recommend: Ultimate Software provides an on-demand HR database solution that can track payroll, management and benefits. If you want a personalized database for the HR department, Project Software USA can consult with your company and design a program that is right for you.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Choosing the right human resources database software application can be easy when you take advantage of free online demos and free trials of popular software titles.