In the world of human resources, managing employee records can be a logistical nightmare. HR documentation software offers a secure, digital solution to organize these files in one place with access controls for authorized users.
Category fits
There are three general category fits for HR documentation software: broad HR document management (which may or may not integrate with your HRIS), HRIS-embedded employee files, and structured employee-relations case documentation that captures all communications and events surrounding an issue. The choice depends on which primary job you’re trying to accomplish.
Most HR document workflows include recruiting and applicant files, onboarding paperwork, offer-letter signatures, leave applications, policy acknowledgements, performance reviews, exit documents, and more. However, some capabilities should be verified, rather than assumed, during product demos.
Document creation and signatures
Document creation and completion is often where HR departments start, as they need to generate packets from templates, obtain signatures, and confirm that they’ve been acknowledged by employees. A system may support this workflow, though it’s worth asking whether a feature label such as “e-signature” actually works as advertised. Most systems will let you configure what’s included in an e-signature packet and track whether the person has reviewed it and signed it — but some will also capture an acknowledgment report after the employee signs off.
Security and access control should be evaluated with the understanding that HR records are highly sensitive. Rather than treating feature labels as proof, you’ll want to see what the vendor demonstrates. In practice, HR departments should look for encryption of data both at rest and in transit, role-based access, custom access controls (with view, edit, and sharing permissions), multi-factor authentication, secure hosting, and personal-file space.
Audit trails
Audit trails aren’t always about compliance, either. They may simply be operational records of the history of a given document or case, so that HR staff can understand what happened when. Again, it’s worth asking whether a feature like “document history” provides more than a shallow log of changes to the file, while capturing every event that might help HR rebuild a case if necessary. It’s common to see vendors use timestamps, user identities, edits, and status changes as evidence; other companies track notes, deadlines, and milestones.
Workflows don’t have to be complex for automation to create value. An e-signature request can be sent directly to a hiring manager to review and approve. If there’s no response, reminders can be automatically sent out. Automation isn’t something to rely on universally; many HR departments will test how well their own configurations work before assuming that a system can route tasks reliably to the right people.
Lifecycle administration features allow HR professionals to set dates and retention periods, archive files, and manage how old information gets disposed. Some organizations prefer to keep certain files indefinitely, while others define specific timeframes in which they must retain documents. These are all configurable tools, and not instructions on how long you must keep them around.
Integrations and vendors
Integration options usually map documents to the surrounding HR stack. You’ll likely find integration with HRIS systems, HCM systems, Zoho WorkDrive, Google Drive, Dropbox, OneDrive, Box, and Evernote, for example. But ask how each connection is delivered and maintained: through native integration, API, or custom work? And what sort of analytics does it provide?
Each of these examples represents a named market participant. They vary based on the category fit they serve: Hyland OnBase, for example, offers enterprise-level storage solutions, while DocuWare offers broader HR document management. HR Acuity provides a comprehensive platform for tracking employee relations cases from intake to resolution. Other options range from simple policy sign-offs, to applicant file routing, to digitized employee records or an entire employee-relations case platform.
Putting together a requirements matrix and scripting demonstrations using your organization’s real documents and actual HR workflows is a practical approach to evaluating any HR documentation software provider.
Some systems will offer AI-powered features, such as summarization, writing aids, interview questions, and timelines. These should be considered as optional features and additional diligence, rather than as part of the basic package. AI can aid in writing reports and answering questions, but ultimately, humans will be responsible for making decisions affecting employees and handling confidential customer data. It’s important to know whether AI functions use training data generated from confidential customer data, and what explanations accompany outputs produced by AI.
Turn the feature list into a buyer decision sequence: Identify the dominant use case (employee onboarding, exit interviews, performance evaluations) you’ll use the system for. Then, test the actual workflow, verify that you understand what security measures are used and logs are captured, and confirm integrations with concrete demonstrations of each function.
How We Choose
We chose these products because we believe they exemplify best practices in HR documentation management. This article was originally written for our readers who had just begun looking for HR documentation software. For those of you already in the market, consider comparing the offerings below to see what’s appropriate for your company.
What to Look For
When choosing HR documentation software, look for the following features:
A clear separation between different categories of document management (recruiting, onboarding, offer letters, performance evaluations, exit interviews, etc.)
The ability to centralize all your documents in a single repository, along with secure access rights
Ability to create, edit, and maintain documents within the tool
Customizable templates
Options to assign documents to different roles within your HR staff
Options to automate document delivery via email or internal HR portal
Ability to share or print documents
Secure methods of signing documents digitally
Options to customize the signature experience
Options to add watermarks or passwords to protect against unauthorized viewing
Options to audit documents and track usage
Compliance with HIPAA and/or other regulatory standards
Mobile access
Self-service access to employee documentation
Scalability for growing businesses
Options for implementation and ongoing support
Options for security documentation
Documentation for IT teams
Options to build dashboards and track key metrics
Options to integrate with other HR systems
Options to export and import data
Options to train and educate your HR staff
Options to measure and improve HR productivity
Options to reduce risk through accurate, up-to-date HR documentation
Optional features, such as mobile apps, AI writing assistance, and predictive text, can be helpful, but you should treat them as optional, not essential, unless your company requires them.
What Our Reviewers Recommend
If you're trying to decide what HR documentation software is right for your company, here are five options to compare against the use case you're prioritizing:
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Hyland OnBase
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Zoho People
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DocuWare
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HR Acuity
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A policy sign-off tool (such as People Inc.’s HR Policy add-on)