For HR, document management is the glue that holds the department and the organization together. The ability to digitally store, search for, and manage employee data and documents mitigates compliance risks in addition to saving you loads of time. From W-4 forms to custom employee handbooks or policies, the amount of files that HR is expected to manage gets out of hand easily, so a digital employee file management system should be a non-negotiable on your list of needs. Having your HR documents in the same place as where you onboard and manage other HR tasks, and having the ability to identify key metrics within your employee data makes for a more productive workforce.
We’ve researched a list of top HR document management platforms you can consider for reducing your paperwork and spreadsheets. From key features to overall reviews, you can compare and decide which software makes the most sense for your small business (SMB), which likely means you’ll want an all-in-one HR experience.
GoCo is the first choice with these aspects in mind, but check out our full list below:
GoCo is digital HR document management, employee onboarding, payroll, and benefits all in one place. GoCo comes in first if you’re looking for an easy way to manage and track HR documents in the same spot as all of your other HR needs. With GoCo, you can not only transform, fill, and sign any document, but you can also report on and auto-fill the data received in the HRIS. So, instead of a mere digital file cabinet, you’re also able to track and utilize the data collected. These features, built right into the entire onboarding flow, help simplify complex workflows, shorten the administrative HR process, and organize all of your relevant documents in one place.
GoCo’s Key Document Management Features:
Zoho Docs is a good alternative if you are wanting a document management point-solution for creating, sharing, and collaborating on employee documents. With the two core functions of document storage and document editing, HR managers can reduce the amount of paperwork and organize online documents in a centralized vault.
Zoho Docs’ Key Document Management Features:
Coming in with the third place medal is DocuSign. Similar to Zoho Docs, DocuSign is a well known solution for document management — specifically eSignatures. The system offers sophisticated features around collecting electronic signatures and online agreements with the goal of helping businesses automate how they prepare and manage documents.
DocuSign’s HR Document Management Features:
If you’re particularly concerned about document workflows, PandaDoc may be a good option for you. Focusing on document workflow automation, the platform can be helpful for scaling teams and moving through proposal, quote, and contract flows. Similar to the others, it offers features around creating, completing and filing online documents without the consolidated HR hub.
PandaDoc’s Key HR Document Management Features:
With a heavier emphasis on filing and document storage, eFileCabinet is a strong contender to consider. eFileCabinet is known for offering both cloud and on-premise document and content management software for better file organization. It offers similar features as other document platforms to help businesses save time.
eFileCabinet’s Key HR Document Management Features:
For scanning automation and file recognition, DynaFile may be a good choice to look into. The platform is known for scan to cloud document management, and digital filing. The platform itself focuses more on the actual actions of filing versus document editing or signing.
DynaFile’s Key HR Document Management Features:
Box is a content management and document management platform that is helpful for sharing and collaborating on documents. The software is a solid alternative for securely sharing and collaborating on HR related documents while remaining HIPAA, FINRA, and FedRAMP compliant.
Box’s Key HR Document Management Features:
Another option for HR document management is DocStar ECM. The platform is a general content management software with modules specific to file management. Again, this is more of a point-solution than a comprehensive HRIS, but it still offers intuitive document capture and imports.
DocStar ECM’s HR Document Management Features:
PeopleDoc offers HR file management and document services to help simplify HR operations. The employee file management software and knowledge portal is known for actively managing documents, proactively streamlining compliance, and providing retention schedules.
PeopleDoc’s HR Document Management Features:
With a heavier focus on accounting processes, DocuPhase can be a helpful document management tool for HR-related accounting files. The automation solution provides helpful tools for simplifying digital filing and employee data management.
DocuPhase’s Key HR Document Management Features:
Your monthly or yearly budget (Consider you’re HR budget if you’re looking to move to an all-in-one experience)
The number of employees in your organization (A large majority of services charge by employee #)
The implementation timeframe for new software
All of the services you are looking for (Document management, single log-in, benefits administration, performance reviews, compliance support, etc.)
Document management features you’ll need like eSignature, data & reporting, document editing and collaborating, etc.
Types of integrations you would like
Add-ons to streamline your entire HR program
Having these in mind will help guide your research process, and help you identify qualifying software options. HR software like GoCo provides a truly flexible, all-in-one HR platform with not only sophisticated document management tools, but also unique solutions for digital onboarding, workflow management, payroll runs, and ACA compliance tasks that likely fall on your HR plate as well. For the ultimate automated document experience, we recommend taking the all-in-one HR route and making GoCo a multi-purpose digital tool for your organization.
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