What are HR Documents?
Some important documents are necessary for every business. A HR department use following documents.
Employee handbooks are documents that outline rules, regulations, policies and procedures of a firm. While, recruiting files are information that is related to interviews, description of job, C.Vs, offer latters, and results of tests.
Contracts are documents and agreements that binds legally to a new hired worker. These documents outline the terms of employment like duties, benefits, and salary etc. While, performance reviews are documents that summarize abilities of a worker about work over one year.
Leave files are requests and approval for paid time off. It includes sick leaves, and parental leave.
Payroll records are record of attendance, salary slips, time sheets and income tax form. While, benefits files consist of information about enrolment documents and benefit plans.
Training material consists of resources that are related to training of workers. While, security and accident reports consist of paper-work that contain information of medical facility, accidents if any, and compensations.
What is HR Document Management Software?
Management of documents is a process and system that is used to organize, save, access when require, and manage all the documents related to employees in a firm, business or organization. This process includes phone numbers, C.Vs, joining latter, educational degrees, rules and performance reviews. An effective management of these documents is very important because it maintains compliance, it streamlines operations of HR department, and it ensures security, and access of this information when require.
Document management software is any digital system that offer dedicated functionality for controlling documents’ life cycle in a firm or organization. The document life cycle includes creation, collaboration, distribution and archiving document is an important element of how modern companies operate.
Why does your Business need HR Document Management Software?
For saving documents, you need files and place like room. You have to take care of that room. Further, when you require a document in near future, you have to spend some time to find it. It takes time and cost. Simply, you may upset by piles of HR paperwork. In this modern age, everything is going to digital.
You need a dedicated file for each employee’s documentation. Thick paper files and overstuffed cabinets may overwhelm you. You may save, manage documents of your workers with an HR document management software easily.
HR document management is an integral part of any HR department. Having accurate, accessible, and secure HR documents helps to ensure that your employees are aware of company policies and procedures, understand their rights and responsibilities, and keep their sensitive information safe.
8 Best HR Document Management Software:
If you want to know what is an HR document management system? I am going to discuss 10 best HR document management software for you. By reading this article, you will be able to select and purchase a useful software for your business. These are (i) PandaDoc, (ii) Rippling, (iii) DocuWare, (iv) Dynafile, (v) eFile Cabinet, (vi) Box, (vii) Deel, Inc., (viii) Gusto, (ix) M-File, and (x) Paycor. I have discussed them in detail here.
1. PandaDoc:
It is a solution of document management. It streamlines, creation, tracking, and signing of documents of a firm. It has a user-friendly interface. It simplifies workflows related to contacts, proposals and quotes in a firm. It is useful for a businessman, marketing manager, and team leader who generate contracts, quotations and proposals frequently.
Features:
- With its drag-and drop editor, you may create a document easily. With its pre-built templates, you may generate quickly documents without starting from scratch.
- It has eSignature function that binds legal. Your team and your client may sign documents easily with any device. It also ensures compliance with rules of electronic signature like UETA and ESIGN.
- You may setup approval and signing workflows automated. It streamlines lifecycle of documents.
- You may track progress of documents in real time. You may get insights who opened the document? How much time, a user spent on a section and whether a use has completed the required action such as signing.
An employee who is unfamiliar with document management system may take time to understand its deep features and utilize it. Its desktop version is strong while its mobile app has limited functions to some extent. With app, some complex tasks like editing or managing documents may not per performed easily.
Price:
In its ‘Launch’ package, you may get its trail of 14 days for free. Its price is 9 dollars per user per month only. You don’t need credit card. You will receive 30 docs for a year. You will receive rich media drag and drop document editor. You will get notifications and live tracking. You will receive 24/7 support with E-mail and chat. Price of ‘Starter package is 19 dollars. Price of ‘Business’ package is 49 dollars. While for ‘Enterprise’ package, you have to bargain.
2. Rippling:
It is a digital filing cabinet for all your important employee paperwork. It helps businesses get rid of paper files.
Features:
- It stores all employee documents like offer letters, contracts, tax forms, and performance reviews in one secure, online place.
- It generates automatically and sends documents to new employees and current employees. It includes built-in electronic signature capabilities to get them signed quickly.
- Because it’s connected to Rippling’s other tools, it can automate actions. For example, when you onboard a new employee, it can instantly send them all the necessary forms to sign without you having to manually email them.
Price:
For price, you have to fill form and give information about your company’s name, phone number and email ID. Its team will contact with you and tell price according your needs for free.
3. DocuWare:
It is a digital system that helps businesses get rid of paper and messy digital files. It’s like a smart, online filing cabinet for all your documents, from invoices and contracts to emails and HR records. It turns a pile of disorganized papers and files into an efficient, automated system that helps your business run more smoothly.
Features:
- It stores all your business documents in one secure place, making them easy to find and share.
- It can automatically route documents for approval, send out reminders, and even pull information from a document to enter it into another system.
- It helps you digitize paper documents and manage them electronically, saving time and storage space.
Price:
You have to fill form. They will call for live demo of this software. They will discuss unique needs of your team. You will see the software in a personalized demonstration. If you will be satisfied, they will setup completely free 30-day cloud trial for you. Then, you will be able test it with your documents in your firm.
4. Dynafile:
This software offers a suit of features to help a team to save, organize and retrieve files. It is a popular selection for sectors like HR and healthcare. That require to manage a large volume of documents. This software focuses on action actions of filling versus document editing and signing. It is useful for you if you like to digitize your paper records and want to ensure compliant document management practices.
Features:
- It simplifies the transition from paper to digital by offering advanced scanning tools. Users can scan directly into the system, automatically indexing documents with customizable metadata for easy retrieval.
- It automates document-driven processes such as approval workflows, task routing, and notifications.
- It ensures that businesses remain compliant with industry regulations such as HIPAA and SOC 2. Features like audit trails, role-based access control, and document retention schedules protect sensitive data and meet strict compliance standards.
- It provides users with strong search capabilities, allowing them to locate documents quickly using keywords, tags, or metadata. The system’s folder structure can be customized to fit unique business needs.
Price:
Its pricing is on the higher side, starting at $799/mo on a per-user basis. Customers must contact Dynafile directly to get customized pricing.
5. eFile Cabinet (Revver):
Now, its name is Revver. With this software, you may ensure that your HR department is following your organization’s rules and rules of government. It has role-based permissions and audit tracking permission. An appropriate person may access saved documents. He /she may also get report of documents’ history.
Features:
- It mimics a traditional filing system with a cabinet, drawer, and folder structure. It also offers customizable folder templates to standardize how documents are filed across an organization.
- The software uses Optical Character Recognition (OCR) to automatically name, tag, and file documents based on their content, saving significant time on manual data entry.
- It includes a client portal, often called “SecureDrawer,” which allows for the safe exchange of documents with external parties. You can set permissions, add password protection, and track activity.
- Its users can create custom workflows to automate business processes, such as routing documents for approval, getting e-signatures, and sending out reminders.
- It offers robust security features like 256-bit encryption, two-factor authentication, and a detailed audit trail that logs all user activity. The software is also designed to help businesses comply with regulations like HIPAA, FINRA, and SEC.
- It integrates with popular business applications, including Microsoft Office, Salesforce, and QuickBooks, allowing users to save and access documents directly from those programs.
Price:
Revver does not publicly list its pricing on its website. The company uses a custom pricing model that varies based on a business’s specific needs. You can create your free basic account. You have to request for demo. You may set up your Zoom Events profile & increase the chances of a connection.
6. Box:
In simple terms, Box is a cloud-based service that acts as a secure, central hub for all of your company’s files and documents.
While similar to services like Google Drive or Dropbox, it is primarily designed for businesses that need to manage a large amount of content and collaborate with a strong focus on security and control.
It is best for large enterprises that are looking for document management solution & content.
Features:
A Secure Online Vault: It provides a highly secure place to store, manage, and protect sensitive business documents with features like data encryption and access controls.
A Centralized Workspace: It helps teams and external partners collaborate on documents in one place, with features for file sharing, version control, and real-time co-editing.
A Workflow Automation Tool: It allows businesses to automate routine tasks, such as sending documents for review and electronic signatures.
Price:
Its plans are Individual & Teams, and Business. In Individual & Team, sub-categories are Individual, Personal Pro, and Business Starter. Price of these sub-plans are Free, 11.5 dollars, and 5.8 dollars respectively. Business, Business Plus, Enterprise, Enterprise Plus. Price of these business plans are 17.3$, 28.7$, 40.3$, and 57.5$ respectively. In Individual plan, storage is 10 Gb. File upload limit is 250MB. One file version, Box Sign is 5 files for each sign per month.
7. M-File:
M-Files is a document management software that organizes your company’s files based on what they are, not where they are saved. M-Files uses metadata (like tags, dates, and related projects) to instantly find what you’re looking for.
Features:
- You just type in what you need, and the software finds it, no matter if it’s on your computer, in the cloud, or on a different server.
- It uses AI to automatically tag and classify documents, so they are organized from the moment they are added.
- It does not force you to move all your files to a single location. Instead, it connects to all your existing systems (like SharePoint, Salesforce, or network drives) and gives you a single, unified view of all your information.
Price:
M-Files does not publicly list its pricing on its website. The cost is customized for each customer and depends on their specific needs. To get an accurate price, you need to contact their sales team directly and request a quote.
Benefits of using an HR Document Management Software:
- With a HR document software, you may decrease your tedious manual task and eliminate your use of paper. Incorporating a DMS into your HR documentation process can eliminate tedious manual tasks and reduce paper use.
- A HR document software provides centralized hub for your important document records. With a document management software, you may streamline your processes. You may reduce errors, save time, and ensure compliance.
- It automates tedious, manual tasks like filing, retrieving, and organizing employee documents.This frees up HR department staff to focus on more strategic work, such as talent management and employee development of employees.
- It provides a secure, centralized location for sensitive employee data. Features like access controls, user permissions, and audit trails ensure that only authorized individuals can view, edit, or share confidential information.
It helps an organization to meet its regulatory requirements (such as GDPR, HIPAA, or local labor laws). It maintains a complete and verifiable record of all employee documents and activities. It makes it easier to track document retention policies and prepare for audits.
How to Choose the Best HR Document Management Software for Your Business:
You should conduct a complete evaluation and ensure that software may fulfill needs of your firm. You should check range of features, capabilities, and compliance tools, a software has. You should also check how much a software is easy?
If you organization is small and your budget is low then you may try HR document management software that is free or use a software that allows free trial like DocuWare.
You should assess requirements of your firm. You should evaluate features that your business require. You should explore the scalability of above discussed software providers.
By focusing on security measures and user experience, you can make an informed decision and choose the best HR tools for your company. Price of some above discussed software like M-File is not open. Their team discuss price according to size of an organization. So, you may evaluate software whose price is clear. For learning about other software for HR department, you may read articles on my blog.
FAQs:
What is the best HR document management software?
PandaDoc is the best HR document management software (DMS) and price is also normal.
Which is the cheapest HR document management software (DMS)?
Individual plan of Box is free. For learning use of a HR document management software, you may use it. DocuWare is the cheapest software because it allows free demo for 30 days.
What does HR document management software do?
These software centralize the storage and automation of HR documents (files). It streamlines tasks like creation of documents, tracking of compliance and approval. These software enhance efficacy. These software ensure legal compliance. These software gives secure access to sensitive record of employees.
