Online filing cabinets for your employees.

Give every employee a filing cabinet with your branding. Documentd automatically files contracts, payslips and tax documents for them. Give employees records they can keep after leaving and reduce requests to HR and payroll.

Important employment records

Start with the documents employees need to keep.

Employment documents can be needed for borrowing, tax, pensions or a future role. File employees’ copies as you issue them, so important records remain organised throughout employment and after their last working day.

Employment contracts
Payslips
Tax documents
Benefits statements
Pay and role change letters
Leaving documents
Other important employment records

Your employees should have their own copies, in an account they control.

An organised home for employment records

Give employees a record beyond their work inbox.

A payslip or leaving document may be needed when an employee no longer has access to work email. Filing their copies in their own account makes those records easier to retrieve without coming back to HR or payroll.

Documentd automatically files these documents in each employee’s own cabinet, organised and ready to find. Your branding and dedicated web address give employees a familiar place to return to for the records you send.

A branded service, independent access

Your branding. Your employees’ own records.

Give employees a branded filing cabinet with a simpler, lower-cost service than a document portal. Start with web send, then add copy-in once your company is set up, without a portal development project. Your branding makes the source of their documents clear; their copies remain under their control.

Your cabinet sits within the employee’s own Keepd account. Keepd is free and works with any email address, bringing together their cabinets from different businesses and documents they file themselves. From your cabinet, they can navigate to the rest of their account.

Using a personal email address helps keep access independent of their work account, including after they leave.

Your branding gives employees a familiar place to return to. Their ownership means access to their copies does not depend on your systems.

Documentd Business Case 08 · HR

Less administration and fewer resends

Reduce requests from current and former employees.

Duplicate payslips, tax documents and contracts generate recurring work for HR and payroll. Giving employees their own filed copies can reduce these requests and the need to retrieve documents from an earlier payroll period.

Fewer requests for duplicate payslips and tax documents
Less time retrieving records for former employees
Less printing and distribution of paper document packs
Employee access that does not depend on an active work account

Assess the benefit using your own document volumes, support workload and postage costs, alongside Documentd’s charges.

A simple start for your team

Start with one recurring payroll or HR document.

Try web send with a sample document sent to yourself. Then choose a process, such as tax documents or leaving packs, and confirm the personal email address each employee wants to use.

Once your company is set up, send from the website or copy filing@documentd.com into your normal email. Copy-in files the attachments in each recipient’s cabinet; your ordinary email and attachments still go to the recipients as usual.

Email integration and the API are available for more involved workflows when you need them.

Try web send →How copy-in works →

Lasting access to important records

Important employment documents outlive the employment relationship

An employee may leave an organisation, but their need for employment records does not end with their last working day. Contracts, payslips, tax documents and leaving records may remain important for future employment, borrowing, tax, pensions and personal record keeping. The copy protections described here apply to documents filed through Documentd, rather than files uploaded directly in Keepd.

Personal to the employee

The document is delivered directly to the individual employee.

Accessible later

The employee retains long-term access independently of the employer's systems.

Reliable historic copy

The sender cannot alter the settled copy filed through Documentd.

Documentd in practice

The employee owns their copy
The sender cannot alter the settled copy filed through Documentd
The sender cannot delete the settled copy filed through Documentd
Access continues after employment ends
The original document can be downloaded again
Evidence of what was delivered and when is retained

It creates a better employee record

Important employment documents form part of an employee's personal financial and working history. Documentd gives those records a persistent, organised place where employees can review and retrieve them independently of the employer who originally issued them.

Give the employee their own permanent record, rather than making long-term access depend on the employer's systems.

Further detail: documentd.com/business-cases/hr

The business case

Less work for HR and payroll. Records employees keep.

Your branding

A familiar cabinet and dedicated web address for your employees.

Automatic filing

Your employees’ copies arrive organised and ready to find.

Employee control

Your employees keep their own copies in an account they control.

Your branding. Automatic filing. Records your employees can keep and find independently of your systems.

Documentd provides branded filing cabinets for your employees and automatically files the documents you send for them to own and keep.

documentd.com/try · documentd.com/pricing

Assess costs and savings against your own processes and Documentd plan.