A document management system (DMS) is software that stores, organizes, accesses, and shares electronic documents. Digitizing paper files and storing them in a DMS reduces paperwork and speeds up admin tasks. A DMS is also more secure as permissions can be assigned to control access, movement, and editing of digital files. Only users with the necessary access rights can share documents. A cloud-based DMS is particularly useful for companies with distributed workforces as it allows employees to access files from any location, streamlining collaborative processes and simplifying admin work.

HR document management software is designed specifically for HR professionals to provide a central location for all necessary documents. Cloud-based software is preferred for its security and scalability. Implementing a document management solution can simplify the HR department's workload by eliminating the need to search through filing cabinets and allowing for easy organization of digital documents. This solution can also assist with sharing and organizing onboarding documents such as employment contracts, resumés, employee handbooks, and other resources for new hires.

HR processes require quick access to employee data. Digitizing files speeds up applications, simplifies onboarding, and improves the candidate and employee experience. Electronic signatures eliminate the need for printing and signing contracts, speeding up admin tasks. An HR document management system can also track retention periods and erase records when required.

Keeping employee records secure and accessible only to relevant stakeholders is crucial. With flair, you can assign permissions to ensure that access is granted only to managers and employees who require it. Admin privileges can also be assigned based on location, providing an additional layer of security. For example, UK-based HR managers can only access the records of UK staff.

Furthermore, all employee data is stored in Salesforce, which means that you benefit from the same robust security standards that over 150,000 Salesforce customers enjoy. This includes top-notch data encryption, access controls, compliance with relevant data privacy and security regulations, data backups, monitoring of all data activity, and audit trails to provide a record of all data activity. With flair, you can trust that your employee data is secure and protected at all times.

flair provides a comprehensive document management solution for HR departments. With flair, you can generate HR documents, like work contracts and payslips, based on customizable templates. You can easily share these documents with specific employees through our Employee Hub. Our document generator is available in our Enterprise and Culture plans.

flair also allows you to upload and manage other HR files, like onboarding documents, sick notes, certifications, and background checks, using the Employee Hub. This centralizes all HR documents in one secure location, making it easy to manage and share employee information.