~60,000 pages
Historical + ongoing record uploads.
Faster retrievalSearch by employee + metadata + keywords
Stronger confidentialityRBAC + controlled downloads
Fewer lossesNo misplaced paper files
Sample use case: Digital personal records
Many organizations must maintain physical personal files for managerial employees. When files are shared across teams and locations, they can be misplaced, returned late, or become hard to access during remote work. A digital library solves this with structured storage, indexing, and access control.
Objectives
What the HR solution enables across locations and teams.
- Convenient access to personal records across multiple locations
- Quick retrieval via multiple criteria (metadata + keyword + full-text search)
- Controls for confidentiality and security
- Standardized roles for access management
- Ongoing uploads for new employee records + approvals
Scale & access
Typical sizing for an HR digitization rollout.
Up to 150 users
With ~20 concurrent users.
On-prem storage
Store data within your servers.
SSO option
Windows/Network-linked access.
Capabilities
Everything HR teams need to digitize, govern, and retrieve personal records securely.
Structured metadata
Employee No, department, grade/level, dates (joining/transfer/promotion), recruitment type, etc.
Upload with approvals
Uploader submits; reviewer approves before the file is confirmed and visible.
Advanced search
Filter and sort by attributes; search within documents; multi-criteria queries.
Role-based access
Admin + HR teams with view rights; restrict per employee as needed.
Dashboard
Recently uploaded items and user-specific “what’s new”.
Notifications
Email updates on events (e.g., upload approved) to authorized viewers.
Mass upload
Bulk import via a defined spreadsheet format for large backlogs.
Audit trails
Track upload, access, download, and changes for compliance requirements.
Integrations
SSO and integration patterns with HRMS/ERP where required.
Typical HR workflow
A simple, governed pattern that prevents misfiling and ensures confidentiality.
1) Capture
Scan/upload documents into the employee library; attach metadata + section/category.
2) Review & approve
Reviewer verifies document placement and attributes before publishing.
3) Search & retrieve
Authorized HR users search/filter; view or download based on privileges.
4) Notify & audit
System notifies relevant teams; audit trail captures access and changes.
Recommended library structure
Common HR sections to keep personal files consistent and searchable.
Joining documents
ID, contract, onboarding forms.
Appraisal & reviews
Performance reviews, confirmation, promotions.
Transfers & positioning
Transfer/secondment letters and history.
Benefits & reimbursements
Claims, benefits, allowances.
Nomination documents
Nominee details and updates.
Personal information
Personal data updates and supporting docs.
Want this mapped to your existing file cabinet taxonomy? We can align sections and metadata to your current SOPs.
Explore other solutions: Audit • Finance & Accounts • Contracts & Agreements • Records
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