Document Management Software for HR Records and Employee Files

Document Management Overview

Managing HR documents in a complex organization means keeping employee files, letters, policies, and legacy paper records organized, secure, and easy to find, without different groups of people seeing information they shouldn't.

SG6 gives HR teams an integrated document management system that stores documents directly against the employee record, separates general document groups like policies and forms from employee-specific files, and gives employees self-service access to their own records.

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Key Capabilities

Document Management includes capabilities to support secure employee file storage, controlled access to general document groups, self-service access, legacy document migration, and workflow-driven letters and messaging.

Store Documents Directly Against the Employee Record

Attach multiple documents of different formats and sizes to an employee record, including CVs, education certificates, immigration documentation, licenses, leave requests, discipline letters, and resignation letters, all kept in one place alongside the rest of the employee's data.

Separate Employee Files from General Document Groups

Employee-specific documents are only visible to users with the security rights to access that employee's information. Document groups such as workplace forms, policies, and onboarding materials are kept separate, with their own security, and can be made available through Employee Self Service or Manager Self Service.

Give Employees Self-Service Access to Their Documents

Employees can view and download documents such as T4s, pay advices, skills and certificate records, and organizational policies through Employee Self Service, where security allows it, reducing routine document requests to HR.

Migrate Legacy Paper Files at Scale

Bulk scanning and upload of legacy paper files is supported, with metadata tagging applied so scanned records can be classified and retrieved efficiently once they're in the system.

Manage Letters and Templates Through Workflow

Store letters, policies, and onboarding packages in folders built from templates with merge fields that pull data directly from the system. Generated letters are saved as attachments in the employee's record, and workflow can track responses, such as a candidate accepting an offer letter.

Send Messages and Notifications Across the Organization

Messages can be sent to users, roles, positions, divisions, departments, or cost centers, appearing on the dashboard calendar, requiring acknowledgement, or sent by email, all from within the same system as document management.

How Document Management Works

SG6 gives HR teams a structured system for storing employee documents, controlling who can see them, and connecting document activity to workflow-driven processes like onboarding and offer letters.

Attach and Organize Documents

Documents are attached directly to the employee record or placed into document groups, with metadata applied so files can be classified and found later, whether uploaded individually or migrated in bulk from legacy paper files.

Control Access by Document Type

Employee-specific documents stay restricted to users with the security rights to view that employee's information, while document groups like policies and forms can be exposed through Employee Self Service or Manager Self Service for broader access.

Act on Documents Through Workflow

Letters, onboarding packages, and offer documents move through configured workflows, with responses such as an accepted offer letter tracked automatically and the resulting documents saved back to the employee's record.

Full Connectivity Across all of StarGarden

Document Management connects directly to the modules, processes, and workflows across SG6, so employee files and HR documents stay connected to the rest of the employee record rather than living in a separate system.

Core HR

Document Management connects to Employee Demographics within Core HR. Documents such as certificates, licenses, and identification are attached directly to the employee record, so HR can view an employee's complete file alongside their demographic and position data without a separate system.

Extended HR

Document Management sits within Extended HR alongside Recruitment, Employment Equity, Employee Relations, Health and Safety, Performance Management, and Training and Development. Candidate resumes and certificates are stored against the applicant record during recruitment, and training content can be housed in document management for use in training workflows.

Workflow

SG6's embedded workflow toolset routes document-driven processes such as offer letter acceptance, onboarding document checklists, and leave requests requiring supporting evidence. Documents uploaded as part of a workflow are saved back to the employee's record automatically.

Document Management FAQ

It stores and organizes employee documents and HR files within the same system as the employee record, with role-based access control, self-service access for employees, and workflow-driven letters and approvals.

Yes. Multiple documents of different formats and sizes can be attached to an employee record, including CVs, education certificates, immigration documentation, licenses, leave requests, discipline letters, and resignation letters, all kept in one place.

Employee-specific documents are only visible to users with the security rights to access that employee's information. Document groups, such as workplace forms, policies, and onboarding materials, are separate from employee records and can have their own security applied.

Yes. Employees can view and download documents such as T4s, pay advices, skills and certificate records, and organizational policies through Employee Self Service, where security allows it.

Yes. Bulk scanning and upload of legacy paper files is supported, with metadata tagging applied for classification and retrieval

Yes. Letters and onboarding packages can be stored in folders, built from templates with merge fields that pull data from the system, and generated letters are saved as attachments in the employee's record. Workflow can track responses, such as a candidate accepting an offer letter.

Yes. Messages can be sent to users, roles, positions, divisions, departments, or cost centers, and can appear on the dashboard calendar, require acknowledgement, or be sent by email.

Document Management Built for Complexity

Store, secure, and manage employee documents and HR files in one connected StarGarden system.

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Email: info@stargarden.com

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Document Management | SG6 Extended HR

Document Management Overview

Key Capabilities

Store Documents Directly Against the Employee Record

Separate Employee Files from General Document Groups