Centralized document storage for HR records

Purpose

1.1. Automate the centralized collection, storage, and management of all HR records for architecture/design firms.
1.2. Automates intake of digital and physical HR documents (contracts, NDAs, certificates, reviews).
1.3. Automates file organization by employee, document type, expiration, and compliance criticality.
1.4. Automates document lifecycle events: initial upload, versioning, archival, and automated deletion after retention policies.
1.5. Automates secure team access, permission updates for onboarded/offboarded staff, and audit activity paths.
1.6. Automates integrations with e-signature, payroll, and project management platforms for record synchrony and automated updating.

Trigger Conditions

2.1. New HR document is submitted via email, form, or API.
2.2. Existing document is updated, versioned, or requires approval.
2.3. HR document reaches pre-set expiry, review, or destruction date.
2.4. New employee onboarding or offboarding detected in directory or payroll system.
2.5. Specific HR policy or compliance reminder (automated alert) is triggered.

Platform Variants

3.1. Google Drive
• Feature/Setting: "Drive API – Files: create, update, delete"; automates file storage and structured folder creation per staff.
3.2. Microsoft SharePoint
• Feature/Setting: "REST API – Files.Add, Files.CheckIn/Out"; automates document library organization and controlled permissions.
3.3. Dropbox Business
• Feature/Setting: "File Requests, /files/upload endpoint"; automates HR uploads and folder access automations.
3.4. Box
• Feature/Setting: "Box API – Upload, Initiate Workflow"; automates file management and approvals.
3.5. OneDrive for Business
• Feature/Setting: "Graph API – /drive/items"; automates file synchronization with HR directories.
3.6. DocuSign
• Feature/Setting: "Connect – EnvelopeCompleted webhook"; automates signed document archiving to central folder.
3.7. Adobe Sign
• Feature/Setting: "REST API – agreementSigned event"; automates document save and indexing.
3.8. Slack
• Feature/Setting: "Incoming Webhooks"; automate notification of new/updated HR docs to relevant channels.
3.9. Zapier
• Feature/Setting: "Automated Zap Workflows"; distribute submitted HR files to chosen storage provider.
3.10. Trello
• Feature/Setting: "Trello API – cardAttachmentAdded trigger"; automate linking of HR document records to resource boards.
3.11. Asana
• Feature/Setting: "Asana Webhooks"; auto-update document task status on submission.
3.12. BambooHR
• Feature/Setting: "BambooHR API – Employee Files endpoint"; automate push/pull HR files to archive.
3.13. Workday
• Feature/Setting: "Workday Web Services – Document management"; automate archiving HR records post-processing.
3.14. Salesforce
• Feature/Setting: "Files Connect"; automate attachment sync between HR data and central files.
3.15. Slack
• Feature/Setting: "Workflow Builder"; automate notifications and reminders for expiring documents.
3.16. HubSpot
• Feature/Setting: "HubSpot Workflows – File Event Trigger"; automate HR attachment capturing.
3.17. Jira
• Feature/Setting: "Jira Webhooks"; automate file upload event handling for compliance tickets.
3.18. Egnyte
• Feature/Setting: "Egnyte API – File creation/deletion"; automate folder and permission creation per new hire.
3.19. SFTP Server
• Feature/Setting: "Automated Upload/Download jobs"; automate backup/restore of employee docs on secure servers.
3.20. AWS S3
• Feature/Setting: "PutObject API event + S3 lifecycle rules"; automate document upload and scheduled deletion.
3.21. Google Workspace
• Feature/Setting: "Admin SDK Directory API"; automate user access for new/leaving staff to HR folders.
3.22. SAP SuccessFactors
• Feature/Setting: "Document Management APIs"; automate document synchronization with core HRIS.

Benefits

4.1. Automates compliance with HR retention policies and regulatory audits.
4.2. Reduces manual HR admin work, focusing teams on higher-value tasks by automating data flows.
4.3. Lowers risk of lost, duplicate, or outdated HR records through automated, centralized access.
4.4. Improves employee experience with faster, automated document handling.
4.5. Enables automated security and permission updates, protecting confidential records.
4.6. Scales with firm growth—automated integrations support new roles, geos, and compliance standards.