The challenge
You want to spend your time supporting people, but right now you’re wasting it managing documents. New starter paperwork is scattered across inboxes, printouts and shared drives. Employee files sit in unmanaged folders with no version histories. Emails lack audit trails of who’s read what. Getting document management wrong in this space carries real cost, whether it’s a missed right-to-work check, a GDPR breach, or a disciplinary that can’t be evidenced.
Onboarding delays and missing documents
New starter paperwork is scattered or inaccessible in inboxes, shared drives, or printed folders. Contracts are left unsigned, right-to-work checks are outstanding, IT access is delayed.
Sensitive records in unsecured locations
Employee files are stored in shared mailboxes or unmanaged folders, with no access controls or version history. Responding to SARs and audits are slow, manual processes.
Policy sign-offs can’t be proven
Annual policy reviews are circulated by email with no audit trail of who has read and acknowledged what, making compliance hard to evidence.
Manual chasing and process gaps
Approval workflows depend on individuals forwarding emails, reminding managers, and chasing returns.
Leaver risk and incomplete offboarding
A lack of structured workflows means system access isn't revoked, final documents aren’t issued, and records aren't closed off correctly.
Retention and disposal without a framework
Despite GDPR requirements, employee records are kept indefinitely because no one has defined or enforced a retention schedule.
The solution
With FileSmart, documents arriving by email, upload, or physical post are immediately captured, classified, and routed to the right team – with the relevant retention rules automatically applied. Nothing sits in an inbox waiting to be filed. Nothing gets lost between systems. And when you need to find something, it’s exactly where it should be.
Compliance controls built-in
Retention labels, access controls, and audit trails are applied at the point of capture.
Many formats, one process
Paper-based HR records are managed in the same governed system as digital documents.
No additional systems for IT
Everything lives within Microsoft 365 and SharePoint – no new software for IT to manage.
Straightforward adoption for HR
Because HR teams are already familiar with Microsoft 365, adoption is simple and painless.
Complete auditability
Every action on every document is logged, making it easy to respond to audits and SARs.
Feel the FileSmart difference for HR
document management
Every contract, onboarding pack, performance review, leave request and policy document your HR team handles is captured, classified, and in the right hands automatically. Everything’s managed securely inside your existing Microsoft 365 environment, with the right user permissions applied so nobody accidentally accesses files they shouldn’t. The admin runs itself. Your team gets back to what matters.
Document lifecycles
are structured
From offer letter to leaver record, every HR document follows a governed path. Captured, classified, stored, and disposed of correctly.
Compliance is
designed in
Retention labels, access controls, and audit trails applied at the point of capture. GDPR and employment law obligations met without manual intervention.
Onboarding and offboarding
speeds up
Automated workflows ensure the right tasks reach the right people at the right time. Nothing missed, nothing delayed.
Physical and digital
managed as one
Paper-based HR records are managed in the same governed system as digital documents. No more parallel processes for post and email.
Complete
auditability
Every action on every document is logged. When a subject access request, disciplinary, or audit arrives, evidence is at your fingertips.