Modernise Your HR Document Management System with Mewurk
Is your HR department prepared for an audit right now? If someone asked you to pull up every employee's complete files or your company’s compliance records, right this minute, would you be able to do it without breaking a sweat? Would you feel a little panicked? Maybe a lot panicked? Everyone we talk to in HR or top-level management kind of has that same "oh no" feeling when they think about audits. It's not that they are trying to cover up anything. It's just that, well, things get misplaced.
Effectively managing human resources-related or corporate documents is crucial for businesses to stay organised, ensure compliance, and maintain accuracy, while also being fully prepared for any HR, corporate, or regulatory audits.
However, relying on outdated methods such as paper files or scattered digital folders can lead to inefficiencies, security risks, and compliance challenges. This makes a modern document management system essential.
Understanding Mewurk’s Smart Document Management System
Mewurk’s HR document management software is engineered to address all organisational document requirements by offering secure storage, effortless access, automated compliance monitoring, and seamless document sharing. From employee records and payroll files to contracts and policy documents, it ensures everything is systematically organised, readily accessible, and fully prepared for audits within a single, centralised platform.
The system is thoughtfully designed to serve both employees and HR/admin personnel through a tiered access framework, tailoring permissions to each user’s role. Not only does this approach strengthen data security, but it also simplifies document access and management for key stakeholders.
Organised Document Management for Employees and HR/Admins
Mewurk’s document management system provides role-based document access and storage separation, which ensures employees access only their own personal files, while HR and admins can securely store, retrieve, and share employee and company documents with controlled permissions.
For Employees:
Within the document management system software, employees have access to two distinct file sections: "My Files" and "Company Files."
My Files
It is a personal space where employees can upload and manage their own documents, such as Aadhar, PAN, experience certificates, and background check-related documents. This enables a smooth compliance process where HR personnel can access necessary records for verification.
Company Files
It is a dedicated space where the organisation shares relevant files with its employees. These could include company policies, training materials, and compliance documents that employees need to access periodically.
For Admins and HR Personnel:
HR and administrative personnel have access to three key file sections:
My Files
It is the personal document storage for HR and admin members, just like the ‘My Files’ section for employees.
Employee Files
A repository containing files related to employees across the organisation. This section allows HR personnel to store, retrieve, and verify important employee documents.
Company Files
This section enables HRs and admins to upload and share company documents with specific employees, departments, or teams. They can define access settings to ensure that only authorised personnel have visibility over certain documents.
HR or admin can selectively share documents by applying various filters, such as department, office location, designation, or specific employee groups.
Key Features of Mewurk’s HR Document Management System
Beyond rudimentary storage capabilities, Mewurk HR document management software incorporates advanced features for enhanced usability, security protocols, and process automation. Take a look at the breakdown of some of these features.
Intelligent File Sharing & Access Control
Mewurk allows HR teams to share files with highly customizable criteria, such as:
- Department-based sharing: Ensures only relevant teams access specific files.
- Office selection: Allows location-specific document distribution.
- Designation-based access: Enables tailored access for leadership or specialized roles.
- Employee groups inclusion/exclusion: Provides granular control over who can view or edit certain files.
Additionally, employees can upload important documents for HR review, compliance and documentation purposes.
Automated File Expiry & Validity Management
Mewurk allows HR to set time-based validity for documents. Upon expiration, the file is marked as expired, and relevant employees or HR personnel are notified, so they can update the documents or take necessary action. This feature prevents outdated compliance documents from posing regulatory risks.
Visibility & Tracking of Shared Documents
For files shared within the Company Files section, the system provides transparency by displaying who has access to each document. HR or Admins can utilise this visibility to quickly assess whether file-sharing settings need adjustments to maintain confidentiality or accessibility.
File Tagging & Categorisation
To simplify document retrieval, the document management system supports file tagging with colours. Users can categorise files based on urgency, department, or document type and avoid confusion due to mixed-up documents or speed up searching for critical documents when promptly needed.
Multiple File Uploading Options
Employees and HR personnel can upload documents using:
- Drag-and-drop functionality for an easy-to-use experience.
- File browsing support for structured uploads.
There is a greater level of flexibility in managing various document types such as JPG, PNG, PDF, XLS, DOCX, and XLSX. Each file can be up to 10MB in size.
How Mewurk’s Document Management System Enhances HR Operations
Mewurk’s HR document management software is not a standalone solution but one that is integrated into its comprehensive workforce management software. Other HR functions covered by it are attendance management, leave tracking, shift planning, HR task management, and onboarding/offboarding. Here’s how it benefits organisations:
Simplifies Employee Onboarding & Compliance
New hires often need to submit identity proofs, educational certificates, and experience letters. With the Mewurk document management system, they can upload these documents directly into the system. HR teams can then verify the submitted/uploaded documents without the hassle of manual paperwork.
Enhances Security & Data Privacy
The system ensures role-based security access and tight data encryption. There is no risk of unauthorised access to sensitive employee files. HR personnel can define which users can view, edit, or share specific files and hence ensure maximum data confidentiality.
Streamlines Remote & Hybrid Workforce Management
With cloud-based accessibility, employees and HR teams can upload, retrieve, and manage files from anywhere. This is particularly beneficial for remote and hybrid teams needing instant access to essential documents.
Ensures Compliance Readiness
Regulatory audits and legal compliance require HR teams to maintain updated employee records. Mewurk’s document management system software ensures that critical compliance documents are always up to date.
Final Thoughts
A well-structured HR Document Management System is essential for businesses striving for efficiency, compliance, and data security. Mewurk’s intelligent document management solution ensures that HR teams can store, manage, and retrieve documents effortlessly while maintaining transparency and security.
If you’re looking to modernise HR document management and elevate workforce efficiency, it’s time to switch to Mewurk.
Get started with Mewurk today and experience the future of HR document management!
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