This blog explores how DMS+ helps HR teams securely store, organize and manage employee documents while ensuring full compliance with data protection laws like DPDP, GDPR and ISO 27001.
In today’s increasingly digital workplace, HR departments are managing more employee documents than ever before. From resumes and offer letters to ID proofs, tax declarations and performance reviews. While storing these records is essential, storing them securely is non-negotiable.
Data breaches, unauthorized access and missing records can lead to regulatory penalties, employee mistrust and legal complications. That’s where DMS+ steps in.
DMS+ is a secure, scalable and intelligent Document Management System (DMS) designed to help HR teams store, manage and access employee documents safely, while ensuring compliance with laws like the DPDP Act, GDPR and ISO 27001.
Storing sensitive documents like Aadhaar cards, PAN numbers and bank details must follow data protection regulations. The Digital Personal Data Protection (DPDP) Act mandates explicit consent, limited access and traceable handling of personal data.
Failing to comply can result in hefty fines and reputational loss.
Security risks are not just external. Misplaced folders, outdated access permissions, or rogue insiders can lead to accidental leaks or intentional misuse.
A role-based access control mechanism is key to limiting who can see, edit, or share sensitive records.
Employee records are a core focus in audits—labor law compliance, onboarding documentation, background checks, etc. Missing or disorganized files can lead to audit failures, delays, or penalties.
With DMS+, HR teams can define who can view, upload, edit, or delete documents at every level:
DMS+ automatically creates and structures employee folders using metadata like:
All documents are stored under predefined categories (e.g., ID Proofs, Contracts, Payslips, Performance Reviews), making them easy to locate and audit. This ensures granular control and zero unauthorized access.
Every modification to an employee document is tracked:
This ensures complete traceability and protects against errors or tampering.
HR managers can track:
This helps avoid compliance lapses and speeds up HR processes.
Documents are encrypted in transit and at rest, whether hosted on the cloud or on-premise. DMS+ supports:
Your HR records are safe from breaches, ransomware and loss.
A leading banking institution implemented DMS+ to digitize and store its 5,000+ employee records. The result?
✅ 100% HR audit readiness
✅ 70% reduction in time spent locating documents
✅ Zero incidents of unauthorized document access
“We’ve never felt more confident going into an HR audit. DMS+ gives us complete control over every employee document.” Head of HR, Private Bank
Storing employee documents securely isn’t optional—it’s essential. As regulations tighten and digital workflows expand, businesses must protect employee data while staying efficient and audit-ready.
With DMS+, your HR team gets a powerful, compliance-friendly and user-friendly platform to centralize, secure and manage all employee records—from onboarding to exit.
Book a free demo of DMS+ today and experience how it transforms document security and compliance for your organization.
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