Paid module

HR Document Management and Secure Storage

Keep company and employee documents organised with clear access, retention and activity records.

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Price
€5 + VAT
Billing
per active employee/month
Platform role
Paid module

Desired outcome

Keep HR documents organised and access clear

Secure document storage starts with knowing where files belong and who should be able to use them.

Company and employee spaces use built-in roles, while private company spaces can also use reusable access groups.

How the workflow works

Give every document the right space and access

Organise files around how your HR team and employees need to use them.

  1. 01

    Choose the space

    Use a public or private company space, or a shared or private employee space.

  2. 02

    Set access

    Apply built-in roles or reusable groups for private company spaces.

  3. 03

    Manage the record

    Add files, folders, retention rules and the information your team needs.

Product overview

See Documents in context

See how company and employee document spaces keep files organised with access suited to each space.

Document spaces

Company and employee files

Example data
Public

Company policies

Active employees can view and download

12 files
Private

People Operations

Documents roles and access groups

People teamRead and write
Shared employee

Jane Doe

Employee and authorised Users administrators

6 files
Private employee

Jane Doe

Authorised Users administrators only

4 files

Optional retentionApplied per space

Activity recordedActor and timestamp

Capability detail

HR Omni Documents keeps company and employee files in dedicated spaces with clear access rules. It uses the user and employment records already held in HR Omni.

Choose the Right Space for Each Document

Public company spaces make shared files available to active employees. Private company spaces use Documents roles and access groups to control who can view or manage their contents.

Shared employee spaces give the employee and authorised administrators access to the same records. Private employee spaces keep access with authorised HR administrators. This supports secure employee record storage without mixing personal files with wider company documents.

Control Access to Private Company Spaces

Reusable access groups provide read-only, read and write, or manage access to private company spaces. Employees and spaces can use more than one group, making it easier to match access to real responsibilities.

Folders inside a space inherit its access. A private space can act as an HR document vault for records that should only be available to authorised people.

Organise Files and Keep Useful Context

Upload, download, preview and delete supported files. Use nested folders, categories, comments and owner information to keep records easier to understand and find.

Apply Retention and Review Activity

Create reusable retention policies and apply them to spaces. Each policy sets a period in months and an action, helping your team use the same document rules across related records.

Activity records show who uploaded, downloaded, previewed or deleted a document. They also record changes to spaces and access groups.

Add Documents When You Need It

Documents costs €5 plus VAT per active employee each month. Billing is prorated and charged the following month, with no minimum seat count or fixed term.

Good fit when

Company and employee files need different access

Documents suits HR teams that need shared policies, private company records and employee document spaces in one platform.

Document governance

You want consistent retention and activity records

Apply reusable retention policies to spaces and review who uploaded, downloaded, previewed or deleted documents.

Continue your evaluation

See how Documents fits your HR records

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