HR Document Management
Digital document storage, version control, templates, access permissions, and expiry alerts. Go paperless and keep every HR document organised, searchable, and compliant.
What’s Inside
- 1
Digital Filing System
Centralised storage for contracts, policies, certificates, and compliance docs
- 2
Version Control
Track document revisions with full version history and change logs
- 3
Document Templates
Pre-built templates for offer letters, contracts, policies, and forms
- 4
Access Permissions
Role-based access control — restrict sensitive documents to authorised users
- 5
Expiry Alerts
Automated notifications for expiring contracts, licences, and certifications
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Compliance Archive
Audit-ready document archive meeting retention requirements across jurisdictions
See QHRM Document Management in Action
Mobile App
Dashboard
What is QHRM Document Management?
Built for businesses operating across Southeast Asia and India, the platform helps you meet document retention requirements in{' '} Myanmar,{' '} Singapore,{' '} Thailand,{' '} Vietnam,{' '} Cambodia, and{' '} India. Every file is encrypted, version-controlled, and searchable, so you can locate any document in seconds during an audit or day-to-day operations.
Because it sits inside the{' '} People Records Hub, documents attach directly to employee profiles and flow seamlessly into Compensation & Payroll,{' '} Recruitment & ATS, Performance & Growth, and every other QHRM module — no duplicate uploads, no data silos.
Key Features & Benefits
Secure Cloud Storage
Store every HR document in encrypted cloud storage with automatic backups. Eliminate the risk of lost, damaged, or water-stained paper files — a common challenge in the humid climates of Southeast Asia. Access your document vault from any location, at any time.
Version Control & Audit Trail
Every edit is tracked automatically. See who changed what and when, and roll back to any previous version instantly. This is essential for employment contracts, policy documents, and any file subject to compliance review across multiple jurisdictions.
Role-Based Access Permissions
Control precisely who can view, edit, download, or delete each document. Sensitive files such as salary letters or disciplinary records remain visible only to authorised personnel, helping you comply with data protection regulations in every country you operate in.
Document Templates
Create pre-approved templates for offer letters, contracts, certificates, and policy documents. Templates ensure brand consistency across your organisation and can be localised for each country — Myanmar, Singapore, Thailand, Vietnam, Cambodia, or India.
Advanced Search & Retrieval
Find any document in seconds using powerful search. Filter by employee name, department, document type, date range, tags, or keywords. No more hours spent rummaging through filing cabinets — your entire document library is instantly searchable.
Smart Folder Organisation
Organise documents by employee, department, document type, or custom categories. Create folder structures that mirror your organisational hierarchy, making navigation intuitive even as your document library grows to thousands of files.
Bulk Upload & Migration
Upload hundreds of files at once or import from existing systems. Whether you are digitising paper archives or migrating from another platform, the transition to QHRM is smooth and efficient. Our support team can assist with large-scale migrations.
Document Expiry Tracking
Set expiry dates on contracts, certificates, work permits, and licences. QHRM sends automatic reminders before documents expire, ensuring you never miss a renewal deadline. This is critical for maintaining compliance with labour laws across Southeast Asia and India.
Digital Signatures
Request and collect electronic signatures on documents directly within QHRM. Employees can sign from their mobile phones or computers, eliminating the print-sign-scan cycle. Speed up offer letter acceptance, contract renewals, and policy acknowledgements.
Compliance & Encryption
Enterprise-grade encryption at rest and in transit, combined with comprehensive audit logs, ensures your documents meet data protection requirements. Every access event is recorded, giving you a complete trail for compliance audits in any jurisdiction.
Mobile Document Access
View, download, and share documents from any mobile device. Managers can review and approve documents while travelling between branches. Employees can access their own files through the self-service portal — ideal for distributed teams across the region.
Secure Sharing & Collaboration
Share documents with colleagues or external parties using permission-controlled links. Set view-only, comment, or edit access per recipient. Collaborate on policy updates and contract reviews without losing control over who sees what.
Why Choose QHRM Document Management ?
Southeast Asia & India Compliance
Purpose-built for Myanmar, Singapore, Thailand, Vietnam, Cambodia, and India. Region-specific templates and fields out of the box help you meet document retention and labour compliance requirements.
Part of the People Records Hub
Documents live alongside employee profiles in the People Records Hub, making every contract, certificate, and ID copy easily accessible from the employee record it belongs to.
Included in All Plans
Document Management is included with every QHRM plan from only USD 0.75 per user/month. No add-on fees or storage surprises — 350+ companies rely on it every day.
Scales from 10 to 10,000+ Employees
Designed for organisations of all sizes, from a dozen staff to tens of thousands. Over 80,000 active users trust QHRM to keep their files safe and always accessible.
Who Needs HR Document Management?
HR Departments Going Paperless
HR teams managing large volumes of employee documents who want to eliminate paper files, reduce storage costs, and improve retrieval speed.
Compliance-Focused Organisations
Businesses that must maintain auditable document records to satisfy labour inspections and regulatory requirements across multiple Southeast Asian and Indian jurisdictions.
Multi-Branch & Multi-Country Operations
Companies with offices in several locations that need a single, centralised document vault accessible to authorised staff everywhere. Enterprise solutions
Fast-Growing Startups
Startups scaling rapidly who need to set up structured document management from day one, avoiding the chaos of scattered files as headcount doubles and triples.
Related Products & Resources
People Records Hub
Centralised employee profiles with all HR essentials in one hub.
Compensation & Payroll
Payroll processing, compliance, analytics—effortless and secure.
Recruitment & ATS
Attract and track candidates with a comprehensive applicant system.
Leave Management
Automate leave requests, balances, approvals and reporting.
Performance & Growth
Empower growth with reviews, OKRs, and feedback tools.
Attendance Management
Track and manage in/out office attendance efficiently.
All 16 QHRM Modules
Explore the complete HR platform suite for any business need.
SaaS Pricing Plans
Simple and all-inclusive plans for every size organisation.
HR Consulting Services
Expert HR and compliance services tailored for your region.
Solutions by Industry
QHRM is purpose-built for manufacturing, retail, IT, healthcare and more.
Frequently Asked Questions
What types of documents can I store in QHRM?
You can store any HR-related document including employment contracts, offer letters, certificates, national ID copies, work permits, performance reviews, compliance records, and policy documents. All common file formats are supported.
Is document data secure in QHRM?
Yes. All documents are encrypted at rest and in transit with role-based access controls, full audit trails, and automatic backups. Only authorised personnel can view, edit, or download sensitive files.
Can I migrate existing paper or digital files into QHRM?
Yes. QHRM supports bulk upload so you can import hundreds of files at once. Our support team can also assist with migration from legacy systems or scanned paper archives.
Does Document Management integrate with other QHRM modules?
Yes. Document Management is part of the People Records Hub and integrates seamlessly with all 15 other QHRM modules including Compensation & Payroll Leave Management Performance & Growth , and Recruitment & ATS . Documents attach directly to employee profiles.
Can employees access their own documents?
Yes. Employees can view and download their own documents through the self-service portal, subject to your organisation's access control settings. This reduces HR admin workload significantly.
Is Document Management included in all QHRM plans?
Yes. Document Management is included in every QHRM plan starting at just USD 0.75 per user per month. There are no additional charges for this capability. See pricing plans for details.
Does QHRM support document expiry reminders?
Yes. You can set expiry dates on contracts, certificates, work permits, and licences. QHRM sends automatic reminders before documents expire so you never miss a renewal deadline.
Can I collect digital signatures through QHRM?
Yes. QHRM allows you to request and collect digital signatures on documents. Employees can sign electronically from their mobile phones or computers, eliminating the need for printing and scanning.
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