10+ Best HR Document Management Software for Boosting Productivity in 2025
Struggling to manage staff records efficiently?
Most of your essential HR documents may be stored electronically in legacy systems.
With conventional HR document management technologies, you can create complex employee information systems that kill productivity for your HR team.
A survey by BambooHR revealed that 36% of HR teams struggle to manage employee data and documents. This made it the leading challenge for HR departments.
With the best HR document management software to reconcile employee records in one place and give you powerful file search features for retrieving information quickly, you can spend less time on administrative tasks like records management.
The right tools can also help you automate various document-related tasks like approval, routing and more to further decrease your HR workload & boost productivity.
If you’d like to protect sensitive worker information in files, check out this article I wrote about the best PDF encryption software for enhanced data security.
In this article, we’ll discuss the best HR document management software for boosting productivity in 2025 to help you unite disparate systems and increase efficiency.
Quick summary:
1. FileCenter – Best for HR document management compliance.
2. GoCo – Best for streamlining employee onboarding processes.
3. UKG – Best for tracking & improving employee performances.
4. DocStar – Best for automating HR document management.
5. Box – Best for standardizing the publication of HR content.
Let’s get started.
How to choose a HR document management software
a) Consider compliance assistance features
It’s paramount that you go with a solution that offers legal compliance features that make it easy to store and manage documents as per the needs of your jurisdiction.
More specifically, when choosing a HR document management software for your small business, you should examine if it creates clear document audit trails. These record document actions and make meeting state and federal compliance requirements easier.
b) Assess compatibility with your tools
If you use certain onboarding, collaborative, and payroll tools, selecting a HR document management software that integrates with these software will ease implementation.
For instance, you should consider a tool that integrates well with Microsoft 365, more so if you use MS Word and Excel to manage employee data and perform other HR tasks. You’ll save time by not having to recreate new employee profiles and duplicate data.
c) Examine data centralization abilities
Data centralization is a key factor of how to choose a HR document management software as this will help merge data across different PCs to reduce iterative work.
With these centralized document repositories, the best HR document management software lets you manage crucial small business documents and HR files in one place. This consequently improves access to information and increases your efficiency.
d) Think about the size of your HR
The number of simultaneous users is a key aspect of what to consider when choosing a HR document management software that performs well with huge demand.
Crucially, a highly scalable solution can improve your company’s efficiency. It does so by ensuring there are no drop-offs in terms of performance as the number of software users increases, giving you a very reliable software that can grow with your needs.
e) Prioritize electronic signature features
Finally, consider software that has e-signature capabilities. This is one of the top tips for choosing a HR document management software as it will determine cost-efficiency.
If you can create electronic signatures with your software, you’ll negate the need to buy extra software subscriptions for dedicated signing tools. This results in cost savings and also enables the remote and convenient signing of employee files to lower turnaround.
1. FileCenter
Want to improve HR compliance for your business?
FileCenter is a great PDF splitting software that also has barcode document separators, both of which enable you to isolate employee files such as form I-9s, medical records, and leave documents to store them separately as per legal requirements.
So FileCenter’s document separators help you observe federal and state laws for employee record storage, therefore improving regulatory compliance.
Furthermore, it offers a robust OCR digitization technology.
This enables you to create a paperless office, allowing you to store employee records for extended periods and create clear audit trails as per state laws. So FileCenter is the best HR document management software in 2025 for improving HR legal compliance.
Additionally, it offers Outlook email integration options.
So you can use our software to reconcile important email attachments such as sick leave sheets, helping you ensure that employee files are accurate and up-to-date.
Best features:
- It has barcode document separators that allow you to separate and route files during bulk conversion. This enables you to store confidential employee information separately and therefore observe state and federal compliance.
- FileCenter offers email and fax integrations, which help to gather all your employee data into one centralized location. In doing so, you can reduce the time your small business spends searching for staff information to boost productivity.
- You get a client portal where you can collect changing employee information like contact details & marital status, among others, for up-to-date record keeping. This also reduces back-and-forth emails and calls to improve communication.
Pricing:
- 15-day free trial.
- Starting plan: $97/user per year.
Verdict
FileCenter offers document digitization features and clear audit trails, making it an excellent choice if you’d like to improve regulatory compliance for your HR team. Additionally, our software has advanced cloud security features, including encryption and document password protection, enabling you to safeguard sensitive employee data.
2. GoCo
GoCo allows you to track various HR data points.
For instance, you can use it to digitize & manage contract documentation, and even monitor various documents during the hiring process like offer letters and resumes. This allows you to track potential new hires more holistically to improve hiring decisions.
Consequently, GoCo is most ideal for eliminating paperwork and speeding up the onboarding processes for your HR department to decrease your time-to-hire.
It also gives you other crucial document management software features such as e-signatures, which eliminate the need to print and scan documents.
And there’s more still.
You can use GoCo’s auto-fillling features to automatically populate documents with relevant data, making your workflow more efficient by reducing iterative data entry work.
For all these reasons, this is the best HR document management software to check out in 2025 for streamlining your onboarding processes.
Best features:
- GoCo has HR document completion tracking which allows you to track documents across their life cycles. This expedites various HR processes for your small business, including onboarding, so that new staff hit the ground running.
- You get a rich template library that includes templates for government forms, offer letters, and other HR documents. So you don’t need to create various HR documents from scratch each time, thereby increasing your productivity.
- GoCo has automatic document version tracking that allows your HR department to create and maintain clear and accurate document audit trails. It’s a feature that helps you improve compliance with internal policies and industry regulations.
Pricing:
- No free trial.
- Contact GoCo for pricing.
Verdict
If you need to make your employee onboarding processes more efficient, I recommend GoCo which simplifies onboarding and helps you acclimatize new hires faster. That being said, it prices additional reporting features such as advanced reporting and Office integrations separately, and this can inflate acquisition costs for your small business.
3. UKG
Want to get better performances from staff?
UK is a cloud-based document management software with a centralized repository for storing personnel data, particularly as pertains to their performance at work. You can use this information to identify and sort out workplace distractions at your business.
With real-time performance data analytics, UKG collects continuous feedback to help your HR department create a more productive work environment.
So UKG is therefore one of the best HR document management software for tracking workers and helping you squeeze more value out of your workflow.
Just like FileCenter, it has a client portal for sharing information for your small business.
This portal enables employee self-service, allowing your staff to take an active role in managing their own documents e.g. by updating changes in their personal information. Consequently, the workload reduces for your HR department.
Best features:
- UKG offers comprehensive HR data tracking that documents attendance, employee history, and demographic details. With this information, you can engage and empower staff better to improve staff satisfaction and retention.
- It gives you a mobile application, which you can use to access employee files remotely so you can work on the go. You can even easily update critical HR policies such as sick leave changes and more when you’re out of the office.
- UKG provides filing support features for wage disbursement and several tax forms. This functionality allows you to observe tax filing safety standards with greater accuracy and efficiency and ensure accurate remuneration for staff.
Pricing:
- No free trial.
- Contact UKG for pricing.
Verdict
UKG offers advanced document & workflow analytics, which can help you understand your employees better to increase engagement and productivity for your small business. However, I’ve noticed it offers more advanced data analytics features beyond document management, which can make it complex to use if you lack a technical background.
4. DocStar
DocStar leverages automation to improve HR efficiency.
With intelligent data capture driven by powerful OCR scanning technology, you can reduce manual data entry when filing documents such as post-separation, benefits, and insurance forms to boost your small business’s efficiency and reduce errors.
Overall, by simplifying document creation with AI-driven automation, DocStar reduces the time your HR department spends on document-related tasks.
But DocStar doesn’t just help with document creation.
It also leverages business document process automation for tasks like sorting. With a classification engine that runs on deep learning algorithms, DocStar automates file sorting so that you don’t have to manually perform document separation.
In light of these features, DocStar is one of the best HR document management software in 2025 for automating HR document management. This makes it ideal if your HR department has limited personnel and a huge workload.
Best features:
- DocStar has a data capture validation database, which implements predefined validation parameters. This helps to ensure even greater data extraction accuracy for HR documents to prevent costly errors for your small business.
- It comes with strict compliance controls that enable you to customize document retention and processing tasks as per your specific requirements. So it can help you improve compliance with local labor laws and other relevant regulations.
- DocStar has auto-find data fields that eliminate the need to build document templates. In turn, you can quickly set up new document types, thereby accelerating document generation and greatly boosting your productivity.
Pricing:
- No free trial.
- Contact DocStar for pricing.
Verdict
DocStar’s powerful AI-driven features can automate various HR document-related work, allowing you to boost your small business’s efficiency and make due with limited resources. That being said, I’ve noticed that it doesn’t offer a free trial and so there’s a huge risk you may invest in a tool that doesn’t meet your specific HR needs or goals.
5. Box
Want to find employee files faster and easily?
By creating a digital repository based in the cloud, this tool unites employee files in separate hard drives & paper files. So you can find documents faster, especially when you’re dealing with employee-based litigation and disputes.
What’s more, you can use Box to create a mobile-accessible hub for company policies to update your employees on the latest workplace changes.
So it’s one of the best HR document management software if your HR department needs a centralized location for regularly publishing HR content, especially regarding company policies and benefits and other important company information.
Just like FileCenter, Box offers secure online document storage, complete with granular and customizable permission controls.
This allows you to control content access to documents to protect sensitive employee data better, while also reducing the administrative burden on your HR department.
Best features:
- It offers automatic metadata generation for documents that you place in the HR portal. This feature enables you to create clear and logical file structures without manual effort, while improving document organization for faster retrieval.
- Box offers employee records deletion and retention controls that are purpose-built for compliance with FLSA, EEOC, and other labor laws. So it can help you improve regulatory compliance and avoid hefty industry penalties.
- It also centralizes your hiring documentation, which includes everything from candidate resumes to interview notes, in the cloud. With easy access to detailed candidate profiles and information, it can help you make better hiring decisions.
Pricing:
- 14-day free trial
- Starting plan: $17.30/user per month.
Verdict
If you need a great content management system where you can publish HR content to update staff about policy changes, company goals and more, I recommend Box for your enterprise. However, it lacks crucial features that you may need for your HR department like onboarding workflows, performance review analytics and payroll management.
6. DynaFile
DynaFile is a mobile-friendly HR software solution.
It comes with a mobile app that allows you to access and manage files on the go. You can even scan HR documents on your smartphone, and efficiently approve compensations and employee contracts when you’re away from the office.
Additionally, you get automated and batch document scanning tools, enabling you to quickly digitize your HR records and reduce physical storage needs.
Need an all-in-one employee information system?
With DynaFile, you can manage corporate records & staff documents in a cloud-based filing system where everything is consolidated into one folder for easy access.
Best features:
- DynaFile offers automated onboarding workflows, which automates important tasks such as document collection and compliance checks. This feature reduces administrative work so that your HR team can focus on more strategic initiatives.
- It has electronic document signatures, which allow new hires and employees to sign documents conveniently from anywhere. Aside from improving document signing, this also enhances employee experiences for your small business.
- You get advanced HR file audit tools and reporting features, which enable you to create custom reports for your internal audit processes. This bolsters your audit preparedness so that your business isn’t caught off guard by external auditors.
Pricing:
- No free trial.
- Contact DynaFile for pricing.
Verdict
If you need a mobile-friendly solution, DynaFile is the best HR document management software to consider since it lets you approve and manage files easily on the go via a mobile app. Nonetheless, I’ve noticed that it’s cloud-dependent and has limited offline functionality, so your HR team may face difficulties working on documents remotely.
7. Egnyte
Interested in improving HR email management?
If so, Egnyte is one of the best DynaFiles alternatives to consider because it comes with more advanced email management features. It lets you categorize incoming emails and attachments, so you can access critical communication and information quickly.
Furthermore, its Legal Hold feature helps you retain files for customizable durations to preserve critical data necessary for compliance or legal processes.
Egnyte also offers a small business document management software that integrates with Microsoft Teams and Google Workspace, enabling you to streamline communication and collaboration for your HR department.
Best features:
- Egnyte integrates with Gmail to help you sort and manage emails and attachments like employee inquiries, policy updates and job applications. It can even efficiently route emails to team members to help improve efficiency further.
- It offers data residency options which enable you to store and manage HR documents in line with local data laws for your jurisdiction. This makes it ideal when you want to improve compliance with unique data policies in your area.
- Egnyte offers powerful security issue detection features, which allow you to identify system intrusions and suspicious document activities. So it can help you to protect your employee information systems from advanced cyber attacks.
Pricing:
- 15-day free trial.
- Starting plan: $20/user per month.
Verdict
If you need a better way to manage email communications and attachments, Engyte is a great option to consider to help declutter your inbox and improve email management. That said, it provides an extremely small maximum file size upload limit, which makes it very restricting if your HR team regularly handles large company documents.
8. SmartVault
SmartVault offers a very powerful PDF form filler.
This allows your employees to complete important forms electronically, thereby reducing your business’s paper-related business costs such as printing, scanning and mailing.
Additionally, you get a customizable client portal that you can brand according to your needs, enabling you to improve collaboration on document work.
Just like with our software FileCenter, you get full text search features. These allow to locate files by various criteria and also improve metadata management, making it the best HR document management software for locating relevant employee files quickly.
Best features:
- It comes with real-time document editing and other collaboration tools. These allow you to effectively collaborate when conducting performance reviews, creating new employee policies and carrying out other team-driven tasks.
- SmartVault leverages AES 256 encryption, which is a very strong data security protocol. So it can help your small business protect sensitive employee information to improve compliance with regulations like HIPAA and the GDPR.
- You get advanced audit trails, which allow your HR team to track who accessed which documents and what changes they made. It’s a feature that can help maintain the integrity of confidential employee data and improve data security.
Pricing:
- 14-day free trial.
- Starting plan: $25/user per month.
Verdict
SmartVault’s PDF form filler enables your small business to collect information from employees, such as inquiries and company feedback, accurately and more efficiently. Nonetheless, I’ve noticed that it has a minimum user requirement of five for its starting planning, which can make it an expensive solution if you have a very small HR team.
9. M-Files
Need a more efficient way to analyze lengthy files?
With M-Files Co-pilot, you can leverage AI in document management to extract data from documents and draw quick insights from resumes and staff evaluation forms.
What’s more, you also get AI-powered classification features, which help you organize vast amounts of documents more efficiently for your small business.
M-Files is also one of the best Adobe Acrobat alternatives since it integrates with this popular PDF editor to give you advanced PDF editing features. This enables you to add annotation and markups to provide feedback for employee, policy & contract reviews.
Best features:
- M-Files allows you to create optimized network folders for consolidating employee-related documents like performance reviews, payrolls and contracts. This greatly streamlines file sharing and collaboration for your HR team.
- It integrates with Microsoft Excel, Word and Powerpoint to act as a single point of access for all your HR data. As a result, you can minimize toggling back and forth between different applications and work in one interface to improve productivity.
- M-Files offers automatic metadata tagging for incoming documents, allowing you to find the right HR files and even related information quickly. Alternatively, it supports manual metadata tagging to improve accuracy in complex documents.
Pricing:
- 30-day free trial.
- Contact M-Files for pricing.
Verdict
If you need to improve your approval processes for employee contracts & other files, I recommend M-Files since it gives you advanced PDF features to improve reviews. However, since these PDF capabilities are reliant on Adobe Acrobat, which has very costly subscription plans, it can really inflate subscription costs if you need this feature.
10. Revver
Revver has zonal OCR scanning capabilities.
So it allows you to extract specific data from essential legal documents such as employment contracts, multi-page tax documents and performance evaluations, among others, to increase your speed and efficiency for high-volume document work.
If you’d like to streamline your hiring processes, Revver offers automated onboarding document workflows to improve client and employee experiences.
Keen to speed up iterative document work?
Revver is one of the best HR document management software you should consider, since you get advanced PDF editing capabilities. These allow you to create standardized file templates to accelerate routine document generation tasks.
Best features:
- Revver comes with robust data reporting capabilities for building and visualizing reports. These enable you to analyze vital HR metrics, trends and performance indicators better to improve decision making for your small business.
- You also get powerful form creation features, which you can use to carry out employee engagement and feedback surveys. With this data, you can make data-driven improvements when it comes to workplace practices and policies.
- Revvers offers automated employee onboarding automation, which automates tasks like document signing, and task tracking. So it helps you to improve your onboarding processes and help new hires to settle into their roles faster.
Pricing:
- No free trial.
- Contact Revver for pricing.
Verdict
Revver’s zonal OCR scanning technology enables you to extract specific employee data like name or address for faster processing when handling large volumes of documents. Nevertheless, I’ve realized its search function becomes significantly slow when your document volumes increase, greatly delaying information retrieval in such cases.
11. PandaDoc
Interested in improving how you train new hires?
PandaDoc greatly streamlines onboarding, because it enables you to create digital rooms where you can store and manage documents in the cloud. This gives your new hires access to training and onboarding materials so that they can fit in much faster.
It also gives you advanced quote generation features, which can help you to create personalized compensation packages and employee benefits.
What’s more, it taps into the latest document management trends with AI-powered analytics, which reveal what sections in a file are skipped or read thoroughly. So it can help you create more engaging training materials and HR content in general.
Best features:
- PandaDoc comes with an efficient drag and drop document editor, complete with commonly used contract and legal clauses. This feature enables you to create offer letters, employee contracts and other HR documents more efficiently.
- You get advanced e-signature capabilities, which also tracks documents and notifies recipients of pending document actions. So it can help you improve contract approvals and onboarding processes for your new employees.
- PandaDoc also has business proposal capabilities, which can help you streamline HR-related proposals. For instance, you can use it to efficiently draft proposals for new wellness, diversity and employee training initiatives.
Pricing:
- 14-day free trial.
- Starting plan: $19/user per month.
Verdict
If you want to streamline and personalize employee benefits and compensation package calculations, PandaDoc is a great option that I recommend for your startup. That said, most of its features are largely centered around drafting proposals, e-signatures and quotes, so it lacks advanced document management features.
Conclusion
You may be bound by record retention rules.
These typically mandate the long-term storage of staff files in particular file formats.
Without an efficient way to organize and manage employee records as per compliance requirements, you may violate HR document retention regulations.
A survey by Case IQ discovered that only 33% of HR professionals said their employment law compliance processes are mature and successful. In other words, the vast majority of organizations are struggling with compliance.
However, you can meet retention and file format requirements easily by leveraging the best HR document management software. In particular, I recommend FileCenter to help you improve regulatory compliance.
So why not start your free FileCenter trial today? You’ll get important document management features to help comply with industry regulations.
With our software’s robust file search and organization features, you’ll also increase efficiency for your HR team, allowing you to focus on more valuable HR initiatives.
FAQ Section
What is a HR document management software?
A HR document management software is a tool that helps your HR department to collect, digitize, and store employee information to improve organization and efficiency.
Furthermore, your file management software can also centralize essential employee documents and provide intelligent search methods and functionalities. This makes it easier to find the information you need to manage employee life cycles better.
What are the benefits of a HR document management software?
Besides increasing productivity, the best HR document management software provides data backup and encryption that enable you to protect confidential employee records.
Additionally, other key benefits of document management software is that you can improve signing processes with e-signatures. These save you time by allowing your staff to sign labor contracts, NDA agreements, and other files remotely & conveniently.
Are electronic files generated by HR document management software legal?
Yes. Digital copies of your employee records are recognized by federal and state laws and therefore you are well covered and shouldn’t have problems with legal compliance.
With our software FileCenter, you get purpose-built features like GDPR and HIPAA-compliant file storage. It can help improve regulatory compliance as far as internal policies, local labor laws & international data privacy rules are concerned.
What is the cost of a HR document management software?
With our software FileCenter, you can get comprehensive HR document management software for only $97/user per year, ensuring minimal recurring costs for your HR team.
Moreover, you get other custom FileCenter pricing plans for your HR department so you can find a flexible plan that matches your needs. With our one-time fee option, you can even completely eliminate recurring software expenses for your small business.
Why is FileCenter the best HR document management software?
FileCenter comes with high-performance document digitization technology that helps you lower unnecessary expenses like paper and printing costs as a HR department.
Additionally, you get other key document management software features such as predefined folders and document templates, for example. These help you to avoid creating new employee forms from scratch to make your small business more efficient.
