HR EMPLOYEE RECORDS MANAGEMENT

VisualVault HR employee records management solutions provide your HR 
department with the critical capabilities it needs to operate efficiently and in full compliance. Streamlined document organization, notifications and automated workflows deliver next-level HR employee records management.

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VisualVault HR employee records management Delivers

Compliance

Automated retention alerts, access controls, and audit-ready features help your organization meet critical regulatory and compliance requirements with confidence.

Search & Retrieval

Robust metadata tagging ensures documents are properly categorized, making them easy to locate, retrieve, and manage when you need them most.

Automated Processes

Streamlined workflows, including auto-routing for approvals and automated notifications, eliminate manual tasks, reduce delays, and boost overall HR efficiency.

Security

Confidential HR documents and the sensitive data they contain are safeguarded within VisualVault’s secure, cloud-based platform, ensuring controlled access and peace of mind.

Are Your Current Document Management Processes Up to Snuff?

If your HR team is still relying on paper files and manual processes — or even digital documents scattered across local drives — it’s time to rethink your approach. Outdated document management practices slow your organization down and expose you to unnecessary risk.

Common signs it’s time to modernize your document management practices:

  • Paper files are consuming valuable office space
  • There’s no centralized, secure repository for employee records
  • Documents are disorganized and difficult to locate
  • Critical information within documents isn’t easily searchable or accessible
  • Sensitive data is vulnerable due to inconsistent security measures

HRIS? No HRIS? You Need VisualVault

While many organizations already employ an HRIS platform, many of them fall short when it comes to employee records management and process automation. That’s where VisualVault can fill the gap. Whether operating independently or seamlessly integrated with your HRIS platform, VisualVault delivers a breadth of sophisticated document and process management capabilities that can save your HR team substantial hours, dollars and frustrations.

And, if you presently don’t employ an HRIS platform, give us a call. Many organizations rely exclusively on VisualVault for critical HR functions, rather than investing in an expensive HRIS platform. Tell us what you need. Chances are VisualVault can deliver.

Smart Organization is the Foundation for Success

The VisualVault Employee Records Management solution is an easy-to-use document management platform that gives you a secure, cloud-based, feature-rich folder structure for the perfect organization and long term storage of all of your digital HR files. 

You can easily configure a logical network of folders and sub-folders. And documents can be quickly auto-filed based upon associated file data – saving your team time and ensuring consistent organization across your HR records.

Metadata and Indexing: The Keys to Efficiency & Compliance

The worst scenario is stacks of boxes or volumes of file cabinets that hold important data.

You don’t know what’s there. And even if you did, it’s tough to find it. With the VisualVault solution, critical metadata is associated with documents; allowing for easy search and retrieval. And that same set of metadata can help you ensure compliance – maintaining necessary access and security protocols as well as defining retention requirements.

A Seamless Connection Between Paper to Digital

One of the many advantages of partnering with VisualVault for your document management needs is our seamless integration with GRM, our sister company and a nationwide leader in high-volume document scanning. 

Employing superior equipment, highly trained staff and following strict operational and security protocols, GRM can quickly, efficiently and safely scan all of the documents that you need digitized, assign critical metadata, extract important data and import it all into your new VisualVault document management solution. 

The result? A smooth, secure transition from paper to digital, with no disruption to your operations and no costly headaches created by non-compliance.

Looking for more information?

Connect with our team to learn more about VisualVault solutions.
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