Document management

What is document management in HR?

In the context of HR, document management refers to the process of securely creating, storing, organizing, accessing, and managing employment records.

Why is document management important in HR?

Document management is critical, as HR teams handle sensitive employee records that must be stored securely and accessed only by authorized individuals. From personal details, contact information, and health status to performance records, contracts, and other salary information, these documents contain confidential information that requires strong data protection measures. HR teams should update these records regularly to ensure they accurately align with employee information, labor laws, employment regulations, and organizational policies. Otherwise, it can cause compliance issues, penalties, and even disputes.

What are the different types of HR documents?

Here are some of the key documents that HR teams are responsible for managing:

Recruitment records include job descriptions, resumes, interview records, I-9 forms, W-4 forms, appointment letters, offer letters, and contract letters.
Onboarding documents include identity proofs, employment forms, company handbook, payroll records, and personal information forms.
Employment records include hiring information, personal details, payslips, attendance records, and leave records.
Performance documents include feedback reports, self-appraisal forms, goal-setting documents, reward details, and recognition records.
Compensation documents include salary structure documents, pay slips, and salary revision letters.
Training documents include course materials, certifications, learning paths, training plans, and feedback forms.
Survey documents include pulse surveys, engagement surveys, eNPS, and training surveys.
Exit documents include resignation letters, knowledge transfer documents, exit surveys, and final settlement documents.

Can HR document management be automated?

Yes, HR document management can be automated using the right software. An intuitive document management system helps organize and secure every HR document—from company policies and employment records to contracts and letters. Records can easily be exchanged with candidates and employees for e-signatures, while access controls regulate who has permissions to access these HR documents. Learn more about document management systems.

How long should HR documents be retained?

Retention periods for HR documents depend on the document type and local laws. Some regulations require employment records with personal information to be kept for five to seven years for compliance, audits, or legal needs.

How can HR documents be kept secure?

Here are some ways to keep your HR documents safe and secure:

Enable access controls based on roles to ensure only authorized individuals have access to the data.
Encrypt sensitive personal and employment records.
Make use of document management systems with built-in security features.
Enable activity logs to track all changes made to the documents.
Develop clearly defined policies that offer information on how employees are expected to handle HR documents.

When an employee exits, what happens to their employment records?

When an employee leaves their organization, their employment records are archived and retained for a minimum of five to seven years as dictated by the applicable labor and data protection laws. They are not immediately deleted. Edits to these documents are usually restricted, and only the authorized HR personnel can access them.

Who can access HR documents?

HR teams have the broadest access to HR documents, since they manage all the compliance and employment-related records. Within HR teams, onboarding teams typically have access to an employee's personal details, while the training and development teams have access to the training documents. Payroll teams have access to necessary payroll and compensation records. Additionally, managers often have access to their team's HR documents, like those related to performance, leave, attendance, and training. Employees can access their payslips, self-appraisal forms, tax forms, company policies, HR letters, and more.