The document is delivered directly to the individual employee.
Business Case 08
HR
A better way to deliver important employee documents
Documentd adds a permanent delivery layer to the communications employers already use, reducing cost and complexity while giving employees their own long-term copy.
Where Documentd fits
Use Documentd for the employment documents employees need to keep
Documentd is not for everyday HR messages or live employment information. It is designed for important, point-in-time documents that employees may need to retain, review or retrieve during and long after their employment.
Employment contracts
Payslips
Tax documents
Benefits statements
Pay and role change letters
Leaving documents
Other important employment records
Use email and messaging for communication. Use the employee portal for live information and self-service. Use Documentd when the employee should receive their own permanent copy.
Illustrative savings assume around 12 important documents per employee each year. Actual savings depend on payroll frequency, workforce profile, existing processes and costs.
Long-term employee 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 employee retains long-term access independently of the employer's systems.
The sender cannot alter the settled copy.
Documentd in practice
- ✓ The employee owns their copy
- ✓ The sender cannot alter the settled copy
- ✓ The sender cannot delete the settled copy
- ✓ Access continues after employment ends
- ✓ The original document can be downloaded again
- ✓ Evidence of what was delivered and when is retained
Consumer Duty
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.
01
If you currently use an employee portal
Keep the portal focused on active employment and self-service.
Employee portals are built for current payroll information, benefits, leave, personal details, requests and self-service. Using the portal as the employee's permanent document archive means extending access, authentication, retention, migration controls and support beyond the period for which the employee actually needs the employer's live HR systems.
A few pounds indicative annual saving per employee From avoiding permanent archive requirements, former-employee access and associated portal support.
Current approach
Making the portal the permanent copy creates a long-term infrastructure obligation
- Important employment documents may still be needed after the employee leaves
- Former employees may require access to historic payslips, tax records and employment documents
- Authentication, password recovery and support have to remain available for legacy users
- Retention, audit and administrative controls become part of the portal architecture
- Former-employee accounts extend the identity-management and cyber-security burden
- Portal migrations and replacements have to preserve historic document access
- Changes to HR and payroll systems can complicate access to older records
- The employer remains responsible for maintaining the entire access environment
Add Documentd
Give employees their own permanent copy with Documentd
Keep the employee portal focused on the services employees use while they work for the organisation. Documents can still appear there for convenience, but Documentd separately delivers the employee their own long-term copy. Leaving the organisation no longer has to mean losing convenient access to important employment records.
- ✓ Keep the portal focused on active employment and self-service
- ✓ Avoid building permanent-document requirements into the employee portal
- ✓ Reduce former-employee authentication and support
- ✓ Reduce the long-term security burden of legacy employee accounts
- ✓ Separate permanent document access from future HR-system migrations
- ✓ Give employees access independently of the employer's systems
Use Documentd for the permanent copy employees keep, and the portal for active employment and self-service.
Long-term access benefit Give employees their own accessible historic record without making continued access to important employment documents depend entirely on the employer's live HR infrastructure.
Employee-service benefit Employees retain important employment records when they change role, leave the organisation or no longer have access to the employee portal.
Cost benefit A few pounds per employee each year can be saved by avoiding unnecessary development, maintenance, legacy access and support.
02
If you currently use email
Keep the email. Give employees a better long-term service.
Email is cheap and effective for everyday communication. But important employment attachments become mixed into the employee's inbox, leaving the employee responsible for storing and finding records they may need again years later.
Around 50p indicative annual saving per employee Assuming around 12 important documents a year and a low level of document-related HR contact.
Current approach
Email delivers the document, but leaves the employee to manage it
- Important employment documents are mixed with everyday email
- Employees must organise and retain attachments themselves
- Historic payslips, tax records and employment documents can become difficult to find
- Employees and former employees may contact HR for replacement copies
- Work email accounts may disappear completely when employment ends
- Important information may be needed again years after it was originally sent
Add Documentd
Add Documentd alongside email
Keep the existing email communication. Documentd also places the important document into the employee's own organised Keepd account, where it remains available for future review and retrieval independently of their work email account.
- ✓ Existing email communication can remain unchanged
- ✓ Important employment documents are separated from everyday messages
- ✓ Access does not depend on retaining a work email account
- ✓ Employees can review historic documents again later
- ✓ Employees can retrieve copies themselves
- ✓ Fewer document-related HR and resend requests
Better employee service and lower HR support cost, without replacing email.
Employee-record benefit Important employment, payroll and tax documents can remain relevant long after they are issued. Giving employees an organised personal copy reduces reliance on old messages and employer-controlled systems.
Employee-service benefit Employees can find and retrieve important employment documents themselves instead of searching old emails or asking HR to resend them.
Cost benefit Around 50p per employee each year in illustrative HR servicing savings, meaningful across large workforces.
03
If you currently use post
Phase out paper where electronic delivery is appropriate.
Paper gives the employee something physical to keep, but every delivery carries printing, fulfilment and postage costs and leaves the employee with another employment record to file and store.
£10+ indicative annual saving per employee Based on around 12 posted documents per year. Postage alone is around this level before printing and fulfilment.
Current approach
The physical delivery process
- Printing
- Paper and envelopes
- Folding and inserting
- Fulfilment
- Postage
- Returned mail
- Address changes
- Replacement copies
- Employee paper filing and storage
With Documentd
Replace routine post with Documentd
Where electronic delivery is appropriate, phase out routine physical post and give the employee their own permanent electronic copy instead.
- ✓ No printing
- ✓ No fulfilment
- ✓ No postage
- ✓ Immediate electronic delivery
- ✓ Documents remain organised in one place
- ✓ No paper filing burden for the employee
Keep the employee copy, lose the cost and inconvenience of paper.
Delivery benefit Where electronic delivery is appropriate, replace physical document delivery with a long-term electronic model while still giving the employee their own accessible copy.
Employee-service benefit Employees avoid unnecessary paper filing and can retrieve important employment records electronically whenever they need them.
Cost benefit More than £10 per employee each year can be available from postage alone where around 12 documents are currently posted, with printing and fulfilment savings on top.
The business case
Add Documentd where permanent delivery matters
Portal Keep it for current employment information and self-service. Reduce the burden of providing long-term access to former employees.
Email Keep using it for communication. Give employees a lasting record and reduce historic-document requests to HR.
Post Phase it out where appropriate and remove unnecessary printing, fulfilment, postage and paper-filing costs.
Documentd does not ask you to replace systems that already work. It adds a permanent delivery layer that can reduce cost and complexity while giving employees a better long-term service.
Documentd adds a purpose-built permanent delivery layer to the HR and payroll systems employers already use, reducing cost and complexity while giving employees better long-term access to important employment records.
Business case documentd.com/business-cases/hr
Communication guide documentd.com/functions/hr
Security & trust
documentd.com/trust
Illustrative savings assume around 12 important documents per employee each year. Email savings use a low level of document-related HR contact and an average inbound-call cost of approximately £6. Post savings use current retail Second Class postage as an indicative benchmark; business mailing rates vary. Portal savings are illustrative and depend on architecture, scale and existing capabilities. Some employment documents may be subject to specific legal or payroll-delivery requirements. Regulatory summary is a practical overview rather than legal advice.
Business Case 08 · HR
Human resources
A better way to deliver important employee documents
Documentd adds a permanent delivery layer to the communications employers already use, reducing cost and complexity while giving employees their own long-term copy.
Where Documentd fits
Use Documentd for the employment documents employees need to keep
Documentd is not for everyday HR messages or live employment information. It is designed for important, point-in-time documents that employees may need to retain, review or retrieve during and long after their employment.
Employment contractsPayslipsTax documentsBenefits statementsPay and role change lettersLeaving documentsOther important employment records
Use email and messaging for communication. Use the employee portal for live information and self-service. Use Documentd when the employee should receive their own permanent copy.
Illustrative savings assume around 12 important documents per employee each year. Actual savings depend on payroll frequency, workforce profile, existing processes and costs.
Long-term employee records 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.
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.
Documentd in practice
- ✓ The employee owns their copy
- ✓ The sender cannot alter the settled copy
- ✓ The sender cannot delete the settled copy
- ✓ Access continues after employment ends
- ✓ The original document can be downloaded again
- ✓ Evidence of what was delivered and when is retained
Consumer Duty
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.
01
If you currently use an employee portal
Keep the portal focused on active employment and self-service.
Employee portals are built for current payroll information, benefits, leave, personal details, requests and self-service. Using the portal as the employee's permanent document archive means extending access, authentication, retention, migration controls and support beyond the period for which the employee actually needs the employer's live HR systems.
A few pounds indicative annual saving per employee From avoiding permanent archive requirements, former-employee access and associated portal support.
Current approach
Making the portal the permanent copy creates a long-term infrastructure obligation
- Important employment documents may still be needed after the employee leaves
- Former employees may require access to historic payslips, tax records and employment documents
- Authentication, password recovery and support have to remain available for legacy users
- Retention, audit and administrative controls become part of the portal architecture
- Former-employee accounts extend the identity-management and cyber-security burden
- Portal migrations and replacements have to preserve historic document access
- Changes to HR and payroll systems can complicate access to older records
- The employer remains responsible for maintaining the entire access environment
Add Documentd
Give employees their own permanent copy with Documentd
Keep the employee portal focused on the services employees use while they work for the organisation. Documents can still appear there for convenience, but Documentd separately delivers the employee their own long-term copy. Leaving the organisation no longer has to mean losing convenient access to important employment records.
- ✓ Keep the portal focused on active employment and self-service
- ✓ Avoid building permanent-document requirements into the employee portal
- ✓ Reduce former-employee authentication and support
- ✓ Reduce the long-term security burden of legacy employee accounts
- ✓ Separate permanent document access from future HR-system migrations
- ✓ Give employees access independently of the employer's systems
Use Documentd for the permanent copy employees keep, and the portal for active employment and self-service.
Long-term access benefit Give employees their own accessible historic record without making continued access to important employment documents depend entirely on the employer's live HR infrastructure.
Employee-service benefit Employees retain important employment records when they change role, leave the organisation or no longer have access to the employee portal.
Cost benefit A few pounds per employee each year can be saved by avoiding unnecessary development, maintenance, legacy access and support.
Business Case 08 · HR
02
If you currently use email
Keep the email. Give employees a better long-term service.
Email is cheap and effective for everyday communication. But important employment attachments become mixed into the employee's inbox, leaving the employee responsible for storing and finding records they may need again years later.
Around 50p indicative annual saving per employee Assuming around 12 important documents a year and a low level of document-related HR contact.
Current approach
Email delivers the document, but leaves the employee to manage it
- Important employment documents are mixed with everyday email
- Employees must organise and retain attachments themselves
- Historic payslips, tax records and employment documents can become difficult to find
- Employees and former employees may contact HR for replacement copies
- Work email accounts may disappear completely when employment ends
- Important information may be needed again years after it was originally sent
Add Documentd
Add Documentd alongside email
Keep the existing email communication. Documentd also places the important document into the employee's own organised Keepd account, where it remains available for future review and retrieval independently of their work email account.
- ✓ Existing email communication can remain unchanged
- ✓ Important employment documents are separated from everyday messages
- ✓ Access does not depend on retaining a work email account
- ✓ Employees can review historic documents again later
- ✓ Employees can retrieve copies themselves
- ✓ Fewer document-related HR and resend requests
Better employee service and lower HR support cost, without replacing email.
Employee-record benefit Important employment, payroll and tax documents can remain relevant long after they are issued. Giving employees an organised personal copy reduces reliance on old messages and employer-controlled systems.
Employee-service benefit Employees can find and retrieve important employment documents themselves instead of searching old emails or asking HR to resend them.
Cost benefit Around 50p per employee each year in illustrative HR servicing savings, meaningful across large workforces.
03
If you currently use post
Phase out paper where electronic delivery is appropriate.
Paper gives the employee something physical to keep, but every delivery carries printing, fulfilment and postage costs and leaves the employee with another employment record to file and store.
£10+ indicative annual saving per employee Based on around 12 posted documents per year. Postage alone is around this level before printing and fulfilment.
Current approach
The physical delivery process
- Printing
- Paper and envelopes
- Folding and inserting
- Fulfilment
- Postage
- Returned mail
- Address changes
- Replacement copies
- Employee paper filing and storage
With Documentd
Replace routine post with Documentd
Where electronic delivery is appropriate, phase out routine physical post and give the employee their own permanent electronic copy instead.
- ✓ No printing
- ✓ No fulfilment
- ✓ No postage
- ✓ Immediate electronic delivery
- ✓ Documents remain organised in one place
- ✓ No paper filing burden for the employee
Keep the employee copy, lose the cost and inconvenience of paper.
Delivery benefit Where electronic delivery is appropriate, replace physical document delivery with a long-term electronic model while still giving the employee their own accessible copy.
Employee-service benefit Employees avoid unnecessary paper filing and can retrieve important employment records electronically whenever they need them.
Cost benefit More than £10 per employee each year can be available from postage alone where around 12 documents are currently posted, with printing and fulfilment savings on top.
Add Documentd where permanent delivery matters
Portal Keep it for current employment information and self-service. Reduce the burden of providing long-term access to former employees.
Email Keep using it for communication. Give employees a lasting record and reduce historic-document requests to HR.
Post Phase it out where appropriate and remove unnecessary printing, fulfilment, postage and paper-filing costs.
Documentd does not ask you to replace systems that already work. It adds a permanent delivery layer that can reduce cost and complexity while giving employees a better long-term service.