The 7 best document management software tools to optimise HR processes

Personio’s comprehensive HR management software is designed to streamline all your HR operations, including document management. 

The platform provides a secure, centralised repository for storing HR documents, from employee contracts and CVs to performance reviews and company policies. 

Personio’s access controls ensure only authorised users can view or edit specific documents. The software also includes version control that tracks changes over time. 

The platform comes with templates that standardise and speed up document creation and an e-signature tool that ensures documents are signed legally and quickly. 

Personio also automatically reminds you of important dates such as contract expiration, so nothing slips through the cracks. Meanwhile, integrations with other business tools, like email and cloud storage, simplify file sharing and collaboration.

• Centralised storage: Securely store and manage every HR and employee document from the same organised place.

• Digital employee files: Get a comprehensive overview of each employee, including secure access to their employee documents.

• Automated workflows: Streamline document management by automating key tasks like document requests, approvals and reminders.

• Access and version controls: Track document changes and manage who can view, edit or delete documents with custom permissions.

• HR document templates: Use pre-designed templates to easily standardise and streamline your document creation.

• Extensive integrations: Sync documents with 200+ of your most important email, collaboration, productivity and communication tools.

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Breathe’s HR software comes with built-in document management features. The platform prioritises simplicity and is designed for small businesses with less than 200 employees.  

Breathe provides unlimited online storage for HR documents, enabling organisations to organise all their documents in one location. Its HR dashboard provides at-a-glance insights, such as tracking which employees have read a company policy. 

Like Personio, Breathe is fully GDPR-compliant, encrypts HR data and offers access control to protect sensitive documents.

However, Breathe’s simplified features may not be enough for larger organisations requiring more powerful document control software.

• Unlimited storage: Store and organise all HR documents without reaching capacity.

• Document tracking and reminders: Track who has read documents and easily send reminders.

• GDPR compliance: Protect documents with encrypted storage and privacy controls.

Designed for small- to medium-sized businesses, Myhrtoolkit offers document management software as part of its broader HR systems offering. One of its key features is the HR digital library, where you can securely store and manage all HR documents. 

The platform ensures documents are easily accessible and includes features like document tracking and automated reminders for expiring documents.

Like Breathe, Myhrtoolkit is best suited for companies that don’t require advanced features. As one GetApp reviewer notes, the platform covers the basics well but lacks the intuitive design of more advanced offerings. 

• HR digital library: Store and manage all HR documents in one secure location.

• Document access controls: Ensure employees only see the documents that are relevant to them.

• Automated reminders: Get notified when documents are about to expire.

Eddy offers a balanced mix of document management features that make it a good business solution for medium- and even small-sized organisations. 

The platform centralises the handling of essential documents, such as employment contracts and policy acknowledgements.These can be e-signed directly within the platform. 

Eddy also provides automated alerts for expiring certifications and compliance documents. These documents are easily accessible for audits, so Eddy is a good option for industries where strict adherence to regulations is essential.

• E-signature tool: Facilitate legal document signing directly within the platform.

• Compliance tracking: Receive notifications when compliance documents and employee certifications are expiring.

• Document management system: Centralise and securely store employee documents.

Zoho People’s robust HR document management system comes with tools to store employee records, compliance forms and other critical documents. 

The platform enables employees to upload and manage their documents directly, while HR teams can generate documents in bulk using customisable templates. 

Zoho People also features e-signature workflows that automate document delivery, secure signatures and store files automatically.

While these features are powerful, some users note that the platform isn’t always user-friendly, which can impact how much value you’re able to get out of it. 

• Customisable document templates: Create and manage documents in bulk using pre-designed templates.

• Automated e-signature workflows: Custom workflows deliver documents, secure signatures and store files.

• Employee self-service: Employees can upload and manage their documents directly through a portal.

Bundled as part of an all-in-one HR offering, Access People HR comes with a document management system and unlimited document storage. 

The platform’s smart search functionality can help you quickly find the documents and role-based access ensures that only the right people can view sensitive information. Automated alerts mean you’ll know when a compliance document is about to expire.

While Access People HR offers solid document management features, some G2 users report that the platform can be difficult to navigate, especially during the initial setup. This can add frustration to the onboarding process. 

• Unlimited document storage: Securely store all your HR documents. 

• Employee self-service portal: Enable employees to access and manage their own HR documents.

• Compliance tracking: Receive alerts when compliance documents and employee certifications are expiring.

MyDocSafe’s secure document management solution is designed for general-purpose use, making it versatile for various industries and organisation sizes. 

The platform has file-sharing tools for sending documents or files bundles to clients or internal teams and tracking features that reveal whether documents are opened and by whom.

Security is a core focus, and the platform offers advanced features like data encryption and two-factor authentication. 

While MyDocSafe comes with advanced document management software, it’s not tailored specifically for HR departments. So if you need to integrate it with your existing HR tech stack, you may be looking at increased complexity and cost. 

• Audit trails: Maintain version control and track document activities while generating full access logs.

• Document templates: Streamline and standardise document creation across your organisation. 

• E-signature tools: Secure legally binding electronic signatures for key documents.

To ensure your whole team embraces and makes the most of new document management, it needs to be easy to use and provide clear value. 

The right HR system should also make managing documents easier, faster and more accurate, freeing up your time to focus on other important tasks. 

With this in mind, here are some additional features to look out for when choosing a tool: 

• Centralised storage: Your platform should provide a centralised location to store all HR documents, including employee contracts, performance reviews and policies. It should also aid HR teams in quickly retrieving and updating documents as needed.

• Document workflow automation: Automation eliminates tedious and time-consuming manual processes, freeing up your schedule to focus on tasks that are more impactful than chasing signatures and approvals.

• Document templates: To save time, your management tool should make standardising and creating documents quick and simple while ensuring the right information is in the right documents.

• Integration capabilities: The best document management systems connect seamlessly with existing HR and payroll systems. This integration is essential for eliminating information silos and ensuring that all systems are up-to-date with the latest information.

• Security and compliance tools: You need to have strong security measures in place, in order to keep sensitive employee information safe, like controlling who can access certain documents.  Your document management software should also help you stay compliant with data protection laws like GDPR by making it easy to manage who can access, store and delete data.

The best document management software streamlines your HR processes while ensuring sensitive information is securely managed and easily accessible by the right people. 

As you explore your options, consider how each tool aligns with your current needs and whether it can adapt as your organisation grows.

Personio's all-in-one HR solution offers document management software that’s fully integrated with your HR system and workflows. 

Along with centralising your HR documents, Personio equips your teams to perform all your key HR tasks from the same user-friendly platform. Book a demo today to try Personio for yourself.

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