DMS+
Automating Document Collection in HR Onboarding
In this blog, we explore how automating document collection in HR onboarding can save time, improve employee experience and enhance organizational efficiency.
Avishek Roy Chowdhury • June 9, 2025
In this blog, we explore how automating document collection in HR onboarding can save time, improve employee experience and enhance organizational efficiency.
Onboarding is a crucial phase in the employee lifecycle. It sets the tone for new hires, impacts their early experience and ensures compliance from day one. Yet, for many HR teams, onboarding remains a highly manual process—especially when it comes to collecting employee documents.
From ID proofs and education certificates to offer letter acknowledgments and bank details, missing or delayed documents can stall onboarding, reduce productivity and increase compliance risk.
HR teams often rely on emails, spreadsheets and physical files to gather onboarding documents. This fragmented approach brings several issues:
Delayed joining formalities due to back-and-forth follow-ups
Errors or incomplete submissions
Difficulty tracking pending documents
Increased risk of non-compliance with labor laws and data privacy standards
No visibility into onboarding progress
For organizations onboarding hundreds of employees each year, these inefficiencies quickly add up.
Automating document collection transforms onboarding into a structured, error-free and scalable process. Here's how it helps:
Instead of sending emails or checklists manually, HR can use a centralized platform to generate custom e-forms and document checklists for each employee role or location.
Employees can log into a self-service portal and upload required documents in real time. The portal automatically validates formats and ensures mandatory fields are completed.
No more HR follow-ups over phone or email. Automated reminders nudge employees to complete submissions before deadlines.
All submitted documents are stored in a secure document management system (DMS), tagged with metadata like employee ID, joining date, department and document type.
After submission, documents can be routed automatically for approvals—from HR to background verification to compliance teams.
A large IT services firm onboarded 2,000+ employees in 2024. Before automation, the average document collection cycle per new hire was 4–5 days. After implementing an automated onboarding system with DMS+:
DMS+ offers a powerful suite of features tailored for HR onboarding:
The platform also complies with data privacy regulations like GDPR and India’s DPDP Act, ensuring employee data is handled securely and transparently.
Manual document collection in HR onboarding is outdated, error-prone and expensive. Automating the process with a robust Document Management System not only saves time but enhances employee experience and ensures full compliance.
DMS+ empowers HR teams to go from reactive to proactive, reducing onboarding timelines, eliminating document gaps and preparing your workforce for success from day one.
Want to streamline your onboarding process? Book a demo of DMS+ and experience the difference automation can make in HR efficiency and employee engagement.
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