What is a document management system (DMS)

A Document Management System (DMS) is a digital system that enables organizations to create, store, manage, sign, send, and track electronic documents. By converting traditional paper files into digital formats, a DMS organizes and secures store documents, streamlining workflows and improving accessibility and collaboration across the organization.

What is a document management solution in HR?

In human resources (HR), an electronic document management system is a specialized tool for handling employee-related documentation. This includes resumes, employment contracts, performance reviews, attendance records, and other personnel files. An HR DMS ensures confidential handling of employee data, compliance with legal requirements, and efficient document retrieval and management.

See also: What is HR document management?

How does a DMS benefit an HR team?

A DMS benefits an HR team by:

• Reducing paper documents, physical document storage space, and related costs
• Enhancing the security and confidentiality of sensitive HR documents
• Enabling quick employee information retrieval and archiving, saving time and improving productivity
• Streamlining work authorizations, onboarding, training, and performance management processes
• Facilitating compliance with legal regulations such as GDPR or HIPAA by maintaining secure records management and access controls

See also: How To Create Custom Documents For Your Workers Using Deel HR

What features should an HR document management software solution have?

An HR DMS should have the following features:

• User-friendly interface for easy navigation and use
• Secure access controls to restrict document access and grant permissions based on roles
• Compliance tools for adhering to legal standards and retention policies
• Version control to track changes and maintain document integrity
• Search capabilities for quick document retrieval
• Workflow automation for HR processes like onboarding and offboarding
• Integration capabilities with other HR software systems for seamless data flow

See also: Global HRIS: Why It’s the Best HR Solution for Global Teams

How can an HR DMS improve team collaboration?

An HR DMS improves team collaboration by:

• Providing a central repository for all types of documents, accessible by authorized team members
• Enabling real-time updates and notifications on document changes or required actions
• Supporting document sharing, signing, and co-authoring, reducing the need for back-and-forth emails
• Facilitating communication through built-in messaging or comment features linked to specific documents or tasks

See also: Boosting Remote Collaboration: Tips, Strategies, and Tools

How can a DMS assist in global hiring and managing a global workforce?

A DMS can assist in global hiring and managing a global workforce by:

• Centralizing documentation for candidates and employees from different countries in one system
• Facilitating the sharing of digital documents across different time zones and locations
• Ensuring compliance with various international data protection and employment laws

See also: Free HR Course: Global Hiring Fundamentals

What role does a DMS play in supporting remote work?

A DMS plays a crucial role in supporting remote work by:

• Allowing remote employees to access important documents securely from anywhere
• Enabling collaboration on documents without the need for physical presence
• Integrating with other remote work tools to maintain a cohesive work environment
• Supporting a paperless office, which is essential for distributed teams

See also: A Guide to Onboarding an Asynchronous Worker [Tips and Checklist]

What potential legal and compliance issues should be considered with a DMS?

Potential legal or regulatory compliance issues with a DMS include:

• Ensuring that the system complies with data protection laws, such as GDPR
• Maintaining proper access controls to prevent unauthorized disclosure of sensitive information
• Following document retention policies and securely disposing of documents when necessary
• Keeping an audit trail of document accesses and changes for accountability
• Ensuring that the system has robust backup and recovery procedures to prevent data loss

See also: 3 Cost-Effective HR Compliance Solutions for HR Managers

How can a DMS be integrated with other HR systems?

A DMS can be integrated with other apps and HR systems by:

• Using APIs or middleware to connect the DMS with HR information systems (HRIS), payroll systems, and recruitment tools
• Ensuring that the DMS can export and import data in standard formats for compatibility
• Setting up single sign-on (SSO) capabilities for a seamless user experience across platforms
• Configuring workflow triggers between systems to automate cross-system processes

See also: The Deel API Integrations you don't want to miss

Streamline documentation management with Deel

Deel’s global HR and compliance platform with built-in cloud-based document management system helps you to hire, onboard, manage and pay employees and independent contractors anywhere in the world.

Through a single centralized dashboard, you can:

• Easily create, sign, store, and share documents and compliant contracts in seconds
• Have your new hires upload tax and permit documents via the self-serve functionality
• Stay protected with DPAs, NDAs, and background checks
• Uphold global document security with our ISO-certified platform

Whether you have a domestic team or a growing worldwide workforce, Deel's custom-built for every worker, in any country, so you can compliantly manage everyone in one place.

Request a demo to see Deel in action.