Eliminate problems storing and retrieving important documents. We review the 10 best HR document management software solutions for 2024. 

Effective document control is critical for businesses with staff spread out in the field. Without the right tools, collecting, storing, and accessing documents while on the frontline can bring work to a halt. Fortunately, the right HR document management software can eliminate the need to search disorganized file cabinets for important files.

In addition, advanced features like digital forms make collecting information from staff quick and easy. HR document management software makes it easy to limit access to documents, ensuring you comply with privacy requirements for sensitive information.

In this article, we review the best HR document management software available today and discuss how to choose the right one for your business.

If you don’t have the time to read through our research, jump down to our quick comparison table.

Our Top Picks

  1. The best & top-rated software solution for efficiently managing HR documents

  2. Good for basic document retention

  3. Good for teams that manage many documents

What to Look For in a HR Document Management Software

The best HR document management software will go beyond a simple filing system. Here are some of the key features on offer: 

  • Simple and intuitive document management. With so many different documents required for different workers, contractors, and clients, things can get complicated quickly. A simple user interface that allows you to clearly organize documents according to signee, date, purpose, and title is essential.
  • Group and assign digital forms to employees. Grouping employees by department, position, or tenure makes circulating information more efficient. This can make life easier for HR staff. For example, they can quickly send line managers a comprehensive set of documents needed for a specific task, such as onboarding new employees.
  • Track compliance documents and license status. This feature is valuable in ensuring your team complies with legal requirements. Being able to check this status instantly on mobile can be reassuring for management and clients alike.
  • Collect e-signatures. Collecting electronic signatures during the onboarding process or daily operations is a valuable feature. Employees are no longer required to physically sign documents. This is especially practical for deskless workers, who may only rarely visit company headquarters.

The 10 Best HR Document Management Softwares of 2024

  1. Connecteam — Best for: All-in-one HR document management software

    Available on

    • Web
    • iOS
    • Android
    Screenshot from Connecteam’s website showing an employee uploading a document via mobile app

    We’re proud to say that Connecteam is an all-in-one digital solution for document management, team management, and more.

    Here are some of the ways Connecteam can help improve your HR document management:

    Manage important documents with ease

    Connecteam makes it easy to manage company documents and execute HR processes from anywhere. HR professionals can access employee files whenever the need arises, saving valuable time.

    You can also request documents from specific groups of employees with a simple click. The centralized dashboard makes it convenient to upload documents directly on the platform. 

    Simplify all your onboarding processes

    Connecteam helps make your onboarding process shorter and more streamlined. You can quickly and easily collect all the required documents, forms, and certificates from employees and store them in one place. 

    Reminders and checklists ensure important documents are submitted on time and nothing gets missed. 

    These features help new hires get onboarded and ready to work that much faster.  

    Remain compliant with local and federal laws

    Connecteam also helps you remain compliant. It provides a clear overview of the expiration dates of employee documents. It even allows you to send expiry notifications when employee contracts expire or when updates to documents are needed.

    Keep all your documents safe and secure

    With Connecteam, you have complete control over permissions that determine what users can do with stored documents for better security.

    Connecteam’s document management system also securely stores your important files. It offers end-to-end data encryption and runs 256-bit SSL encryption. Storage is unlimited, so there’s no need to pay for expensive solutions or risk losing any important information.  

    Stay connected with your team

    Connecteam allows you to send company-wide announcements or alerts to a specific team. This function can be critical to keeping employee documents up to date. For example, you can send a simple alert to staff whenever new policies require that they provide additional information or when certain certifications are about to expire. 

    Employees and managers can share documents as well as videos and images directly from the mobile app, with specific employees or on a company-wide basis. 

    And much, much more…

    Connecteam offers effective HR document management and a whole lot more. With Connecteam, you can manage scheduling, payroll, and employee working time. It provides you with the little touches that engage staff and recognize accomplishments. Employees can share files with the team as well as recognizing a new employee’s first day.

    Connecteam also offers a free for life plan – Get Started Now!

    Key Features

    • Unlimited file storage

    • Upload documents from any mobile device

    • Set expiration dates for critical documents

    • Centralized, organized storage for your files

    • Permission controls for enhanced security and data storage

    • Real-time updates on HR tasks

    Pros

    • Documents accessible anywhere using mobile app or desktop

    • Customizable and user-friendly interface

    • Comprehensive customer support

    • Free templates and forms

    Cons

    • Needs internet or wifi access to work

    Pricing

    Free-for-life plan availablePremium plans start at $29/month for 30 users

    14-day free trial, no credit card required

    Start your free trial
  2. DynaFile — Good for: Basic document retention

    Available on

    • Web
    Screenshot of the DynaFile webpage

    DynaFile is a web-based HR document management software provider. Its main features include centralized web-based storage, scanning automation, and cloud collaboration.

    DynaFile provides centralized web-based storage. Storing documents in one location allows staff to access important information anywhere at any time. This can be critical in keeping workflows moving forward for staff in the field.

    DynaFile allows you to digitize your paper documents. Barcodes are assigned to files during the scanning process to make information more searchable. This feature makes document retrieval quick and easy. 

    It also allows for batch scanning, which is valuable in organizing unrelated documents at once.

    With DynaFile, multiple staff members can join forces in creating documents. DynaFile also offers access permissions, administration controls, and electronic signature capability to facilitate effective collaboration.

    One of the primary shortcomings of DynaFile is that it doesn’t offer a mobile app.

    Learn more about DynaFile

    Key Features

    • Barcode recognition organizes documents efficiently
    • Access controls available for users and groups
    • Document storage that can be accessed anytime and anywhere
    • Version controls that make sure your documents remain secure

    Pros

    • E-signature capability makes document closing easy
    • Collaboration tools help team members work effectively

    Cons

    • Lack of price transparency on website
    • Not available on mobile

    Pricing

    Contact vendor for price Trial: No Free Plan: No

  3. Avokaado — Good for: Teams that manage many documents

    Available on

    • Web
    Screenshot of the Avokaado webpage

    Avokaado is an end-to-end solution for handling contract lifecycle. It helps HR professionals with tasks such as automating clause-based contracts. You can also use templates to create recurring documentation. You’ll be able to collect electronic signatures and store documents digitally.

    Avokaado allows you to track your HR documents. You can add reminders for you or apply them to all collaborators. This way, you will not miss any deadlines. 

    All documents stored in a centralized hub, guaranteeing that you will never misplace or lose important data. Also, having stakeholders being able to access crucial information from anywhere they wish can help avoid business disruptions and makes document retrieval fast.

    Avokaado is ideal for teams that need to create and manage many documents.

    Note, however, that Avokaado currently only supports use in English. If you have a more diverse staff, you may wish to consider other HR document management software options.

    Learn more about Avokaado

    Key Features

    • Smart templates speed up the drafts of HR contracts
    • Automated tracking of deadlines and terms
    • Secure data storage
    • Data import and export

    Pros

    • Templates can be easily modified and updated
    • Easy-to-use interface

    Cons

    • Limited languages supported
    • User interface can be difficult to view on smaller screens

    Pricing

    Starts at $35/user/month Trial: Yes Free Plan: Yes

  4. GoCo — Good for: Custom workflows

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the GoCo webpage

    GoCo is an online HR document management software system that can help businesses streamline operations. It helps companies automate their manual processes, resulting in cost savings and increased efficiency.

    GoCo is extremely effective in onboarding new hires. You can provide new staff with an onboarding checklist that details required tasks with deadlines attached. You can track the status of these tasks, and the use of reminders can help ensure that documents are completed on time. 

    One of its calling cards is its flexibility. GoCo can help you automate just about any HR function, including onboarding, hiring, and performance reviews. It is a web-based platform but also offers a mobile app for Android and iOS.

    Unlike many HR document management systems, GoCo provides you the option of using their proprietary payroll software, or you can integrate your existing third-party payroll provider.

    One of the downsides of GoCo is the lack of a free trial.

    Learn more about GoCo

    Key Features

    • Document tracking for managing documents
    • Checklists and reminders to help staff stay on track
    • E-signatures speed up document collection
    • Mobile app makes document management convenient

    Pros

    • Customizable plans to meet your needs
    • The platform is very easy to navigate

    Cons

    • Limited third-party integrations
    • Software load and lag times can be problematic

    Pricing

    Starts at $5/user/month Trial: Yes Free Plan: Yes

  5. DocuSign — Good for: Companies requiring regular e-signatures

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the DocuSign webpage

    DocuSign offers various digital communication services to help HR departments in any industry. It provides services that are secure and in compliance with international regulations and United States laws concerning e-signatures.

    Prepping documents for signature is a straightforward process. Upload your form and identify the areas where the recipient needs to take action. You can color code documents requiring multiple signers and add areas for checkboxes, signatures, and initials.

    These functions can be crucial for HR activities. However, DocuSign has a limited offering of other HR features. 

    DocuSign also integrates with third-party providers to expand the range of functionalities they offer.

    Learn more about DocuSign

    Key Features

    • Allows you to post a signable form directly on your website
    • Collect payments with just an e-signature
    • Save templates and access with ease
    • Access controls to help safeguard information

    Pros

    • Integrates with 350+ third-party providers
    • Reports are updated in real time

    Cons

    • Limited HR functionalities
    • Restrictions on the size of files and amount per recipient

    Pricing

    Starts at $10/user/month Trial: Yes Free Plan: Yes

  6. Eddy — Good for: Local businesses looking to automate

    Available on

    • Web
    • Windows
    • Mac
    Screenshot of the Eddy webpage

    EddyHR is a human resources suite designed to help local businesses manage their deskless staff. It provides a cloud-based HR management solution that includes secure document storage, job posting, and reporting.

    With Eddy, HR teams can track the status of applications and set up interviews. You can also notify candidates of their scheduled appointments and extend job offers to promising prospects. EddyHR gives users the ability to hire, manage, onboard, and even pay employees using this all-in-one software.

    Administrators can save documents and create profiles—essential tasks in managing new and existing employees. All staff can update details like company positions, employee reviews, or paid time off requests.

    While Eddy offers many valuable functions, applicant tracking and payroll are only available as added features.

    Learn more about Eddy

    Key Features

    • Eddy People for a staff directory and mobile time clocks
    • Eddy Hire for applicant recruiting and tracking
    • Eddy Payroll for payroll needs and tax compliance
    • Automated reports to track key metrics

    Pros

    • Highly-rated customer support
    • Onboarding new employees is very straightforward

    Cons

    • No tagging system
    • Pricing information no available on website

    Pricing

    Starts at $49/month + $8/user/month Trial: No Free Plan: No

  7. Zoho Docs — Good for: Document storage and editing

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the Zoho Docs webpage

    Zoho Docs is an online app used to create, store, edit, share, and collaborate on documents of just about any file format. It processes leave requests and allows for leave and vacation time tracking. For example, its absence tracker allows managers to process leave requests instantly.

    Zoho’s storage is cloud-based. You can upload files either individually or several simultaneously. It provides managers with the ability to send notifications to ensure that document collection is efficient.

    Your Zoho Docs account works the same as your PC, enabling you to create folders and organize them by type, date, or another criterion. This simplicity makes training staff to use Zoho Docs relatively straightforward.

    As part of the Zoho product line, Zoho Docs is limited to its store and editing capabilities of your important documents. If you are looking for other services, you will have to sign up, at additional cost, for other Zoho products.

    Learn more about Zoho Docs

    Key Features

    • Prevents lost files through backup and restore
    • All files are automatically encrypted using a 2048-bit key
    • Familiar cloud storage using desktop functionalities
    • Save files for the life of your account

    Pros

    • Wide range of features
    • Efficient document import and export

    Cons

    • Platform can sometimes run slowly
    • Limited mobile functionality compared to web use

    Pricing

    Starts at $5/user/month Trial: Yes Free Plan: Yes

  8. PandaDoc — Good for: Visual and interactive documents

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the PandaDoc webpage

    PandaDoc is an e-signature tool used in negotiating contractual terms with new hires. It can also be used for collecting employee documentation.

    It offers e-signature capabilities and the ability to create visual documents. PandaDoc allows you to insert multimedia into any text, infusing some personality into your documents.

    PandaDoc also makes it easy for you to forward documents to staff or other stakeholders. Your PandaDoc account comes with pre-made templates that cover many everyday business needs. You can even create your own templates using its simple drop-and-drag interface.

    One of the downsides of PandaDoc is its relatively high per-user charge. This fee structure can create high monthly payments for businesses as they scale.

    Learn more about PandaDoc

    Key Features

    • Create attractive documents with e-signature capabilities
    • Add multimedia content to any text
    • Can restrict forwarding of emailed files
    • Customizable fields give you complete creative control

    Pros

    • Offers a library of over 400 templates
    • Customer support is provided 24/7 for all paid plans

    Cons

    • Mobile app has limited functionality
    • Lack of phone support available

    Pricing

    Starts at $19/user/month Trial: Yes — 14-day Free Plan: Yes

  9. Document Locator — Good for: Ease of use

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the Document Locator webpage

    Document Locator is an HR document management system that allows a company to automate many operations. Unlike other HR document management solutions, Document Locator is built directly into Microsoft Windows and works inside Windows Explorer. 

    It helps reduce the risk of losing or misplacing files. Auto-filing removes the need for naming files and moving them to a specific location. Users are able to specify rules to be followed when filing documents. For example, you can set up folder structures and file names based on dates or employees.   

    Document storage is fully secure. Document Locator’s security system follows the Windows NT security model, and it logs a record of every action.

    A negative to Document Locator is that the system can run slowly. This can cause frustration when trying to meet deadlines or making small adjustments.

    Learn more about Document Locator

    Key Features

    • Files are full-text searchable
    • Versioning safeguards your documents
    • Files are managed with auto-naming technology and filing tech
    • Audit trails cover all activities

    Pros

    • Works inside Microsoft Windows
    • Stores documents on SQL server

    Cons

    • The user interface could be improved
    • Documents can be slow to load

    Pricing

    Starts at $41/user/month Trial: No Free Plan: No

  10. Rubex by eFileCabinet — Good for: Large storage needs

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the Rubex by eFileCabinet webpage

    Rubex from eFileCabinet is a cloud-based HR document management system that offers you large storage options and a wide range of features. It also has a user-friendly app that provides the same services on mobile.

    Its user interface is simple and similar to an email inbox like Microsoft Outlook. This feature creates a positive overall experience.

    It offers many standard features like secure file sharing, version control, and user permission settings.

    One of the shortcomings of eFileCabinet is that its pricing isn’t available on its website. Users must call the company or inquire through email for pricing details.

    Learn more about Rubex by eFileCabinet

    Key Features

    • Large document storage capacity ranging from 1TB to 20TB
    • Version control to prevent document loss
    • Permission settings for protecting sensitive information
    • Custom templates make document creation more convenient

    Pros

    • User interface is familiar to use as it resembles an email inbox
    • All plans offer the same features

    Cons

    • Limited custom folder templates available for more basic plans
    • No transparent pricing information available

    Pricing

    Contact vendor for price Trial: Yes Free Plan: No

Compare the Best HR Document Management Softwares

Topic Start for free
Reviews
4.8
4.9
4.9
4.7
4.7
4.6
4.5
4.5
4.5
4.4
Pricing
Starts at just $29/month for the first 30 users
Contact vendor for price
Starts at $35/user/month
Starts at $5/user/month
Starts at $10/user/month
Starts at $49/month + $8/user/month
Starts at $5/user/month
Starts at $19/user/month
Starts at $41/user/month
Contact vendor for price
Free Trial
yes
14-day
no
yes
yes
yes
no
yes
yes
14-day
no
yes
Free Plan
yes
Free Up to 10 users
no
yes
yes
yes
no
yes
yes
no
no
Use cases
Best for: All-in-one HR document management software
Good for: Basic document retention
Good for: Teams that manage many documents
Good for: Custom workflows
Good for: Companies requiring regular e-signatures
Good for: Local businesses looking to automate
Good for: Document storage and editing
Good for: Visual and interactive documents
Good for: Ease of use
Good for: Large storage needs
Available on
Web, iOS, Android
Web
Web
Web, iOS, Android
Web, iOS, Android
Web, Windows, Mac
Web, iOS, Android
Web, iOS, Android
Web, iOS, Android
Web, iOS, Android

What Is HR Document Management Software?

HR document management software helps businesses collect, store, and manage critical documents related to human resources. It consolidates documents and files in a centralized space that can be accessed from anywhere and as needed. 

HR document management software prevents important files and documents from being misplaced and facilitates convenient retrieval of documents through various search functionalities. It is a critical tool for HR teams in any sized business. 

HR document management software saves time and money by making information available to anyone who needs it. This function saves HR professionals from engaging in repetitive and time-consuming tasks and frees them up for higher-level HR activities.

How Does HR Document Management Software Work?

It performs its valuable functions by capturing, storing, retrieving, and sharing documents.

Capturing documents

A document management software application needs to be able to capture documents from any source. This step includes indexing information so you can easily access it in the future. Document management software often allows you to add terms like employee number or order number to make information more searchable. If indexing is effective, you can access the document with ease in the future.

Storing documents

It is vital to have essential documents stored in one place. Staff need to have access to files at any time and from anywhere. This quality applies to static content, like invoices, and dynamic content, such as forms.

Central document storage also provides the benefit of version control. In case revisions are made by mistake, you can revert to an earlier version of the document. This problem can also be partially offset by including permissions on your stored files.

Retrieving and sharing documents

Stored information must be quick and easy to access. Otherwise, the system fails to perform its primary task. Providing staff with search features ensures that information remains at their fingertips.

Also, an effective document management software application allows you to share files in a host of ways, such as FTP and email.

Some document management software comes with an HR mobile app so you can handle HR tasks on the go.

The Benefits of HR Document Management Software

Historically, manual document management involved many unnecessary expenses. Paper and ink costs, printer maintenance, electricity bills, and physical storage space made physical filing systems expensive to run. HR document management software not only eliminates these expenses but also saves staff valuable time that could be better spent contributing value to the company.

Enhances Productivity with Digital Tools

Another primary benefit of an HR document management software application is that it enhances productivity. Indexing stored documents using date, metadata, or other unique identifiers makes document retrieval quick and easy. It virtually eliminates time in storing and retrieving files. The ability to collaborate with colleagues produces better work and draws on the strengths of team members. 

Stakeholders across the company can access electronic documents they need with the touch of a button. E-signatures, compliance reports, and expiry notifications are quick and easy and further makes HR activities more efficient.

Helps Make Company Documents More Secure

As well as increasing productivity, an HR document management software application is also more secure. Common features like permission settings, password protection, access controls, and data encryption protect confidential company files. For example, you can control which employees can access sensitive company data. Alternatively, you can restrict workers to read-only access.

Simplifies onboarding and other HR processes

Document management software makes onboarding and other HR processes significantly easier. Features like e-signature, expiry dates, and reminders help limit delays and reduce errors. The ability to upload, assign and sign documents from anywhere is especially valuable for companies with field and lone workers.

How Much Does HR Document Management Software Cost?

Many HR document management software systems are quite affordable. The price often depends on the number of features you need and the size of your organization. 

A typical price structure includes a fixed monthly fee for a specific set of features as well as a variable cost based on the number of users per month. Yearly costs are generally discounted compared to monthly fees.

For example, Document Locator charges $41 monthly per user. So an organization with 10 staff members would pay $410 monthly.

Some HR document management software providers offer free versions. However, these free versions often lack vital features or limit the number of users.

A notable exception is Connecteam. Our Small Business Plan provides all the tools necessary to run a business from a single mobile app. It offers complete access to all the products and services, including all capabilities small companies need to schedule, train, and manage their staff. It’s free of charge for businesses with less than 10 users.

Paid plans start at $29 monthly for up to 30 users and only $0.50 monthly for every additional user.

FAQs

Which is the best HR document management software?

There are many quality HR document management software options on the market today. But for overall value and functionality, Connecteam is an excellent choice with many unique benefits.

How do you organize HR documents?

Using HR document management software is the best way. With an HR document management software application, you can digitally store, retrieve, and share documents quickly and securely.

What are the benefits of using HR document management software?

The primary advantage of HR document management software is that it helps you keep track of your HR documents in one place, making filing faster and more secure.

The Bottom Line On HR Document Management Software

Document management software can help you streamline your HR processes and save time and money. It also helps safeguard sensitive employee information and can streamline the onboarding process for HR departments.

Digital tools save resources and enhance productivity. They also create a much more pleasant experience at work by eliminating human errors, preventing the loss of documents, and reducing clutter.

There are many quality HR document management systems available today. But no provider beats Connecteam for its exceptional value for money, stellar customer service, and superior functionality.