10 best HR document management software options to consider for your business

The best HR document management software helps HR teams securely store, track, and manage employee records, contracts, and HR workflows all in one place. From e-signatures to automated reminders and AI-powered insights, these tools simplify document handling, improve compliance, and save time for HR departments of any size. In this article, we highlight the top ten HR document management software solutions, including SignTime, to help you find the right system for your business needs.

See why businesses are rushing to SignTime’s feature-packed contract repository system.

What is document management software?

Document management software is a system designed to store, organize, and manage digital documents in a centralized location. It allows teams to access important files quickly, track changes, and maintain a secure record of all documents.

For HR departments, document management software is especially valuable because it organizes employee records, contracts, onboarding materials, and compliance documents. Instead of relying on physical filing cabinets or scattered digital files, HR teams can manage all critical information in one platform.

Unlike simple file storage solutions, HR document management software often includes advanced features such as version control, audit trails, e-signatures, and automated reminders. These capabilities help HR departments maintain compliance, improve efficiency, and reduce the risk of errors.

Why do HR departments use document management software?

HR departments manage a large volume of sensitive documents, from employee records to contracts and performance evaluations. Handling these manually can be time-consuming, prone to errors, and difficult to keep secure. Document management software helps streamline these processes and ensures that records are accurate and organized.

These systems improve efficiency by centralizing documents in a single platform. HR staff can quickly find files, track updates, and collaborate with colleagues without wasting time searching through physical or scattered digital folders. Automated workflows and reminders further reduce administrative burdens.

Security and compliance are also key reasons HR departments rely on document management software. These systems protect sensitive employee data with encryption and access controls, maintain audit trails for regulatory requirements, and help organizations stay prepared for inspections or internal audits.

What are the different types of document management software

Document management software comes in several types, each suited to different organizational needs. The most common distinction is between cloud-based and on-premise solutions. Cloud-based systems store documents online, allowing HR teams to access files from anywhere, while on-premise solutions keep documents on local servers for organizations that prefer full control over data.

Some software is designed specifically for HR, offering features like employee record management, onboarding workflows, and compliance tracking. These specialized platforms often integrate with HRIS or payroll systems to streamline HR processes.

Hybrid and integrated solutions combine multiple approaches, offering both cloud access and integration with other business tools like CRM or project management software. These systems provide flexibility, scalability, and a broader range of features for growing HR departments.

What are the benefits of document management software for an HR department

Document management software provides HR departments with practical advantages that improve efficiency, compliance, and overall productivity. By centralizing documents and automating processes, these systems allow HR teams to focus on strategic tasks rather than administrative work.

Here are some of the clear benefits of using document management software for HR:

• Time savings: HR teams can access and update documents quickly without manual filing.
• Compliance management: Software ensures records are stored according to regulations and legal requirements.
• Improved security: Sensitive employee data is protected with encryption and controlled access.
• Centralized access: Teams can access all employee records in a single platform at any time.
• Audit readiness: Easy tracking of document changes, approvals, and history ensures preparedness for audits.
• Collaboration: Multiple HR staff can work on documents simultaneously without version conflicts.
• Reduced errors: Automation reduces manual mistakes in record keeping and document handling.
• Cost efficiency: Less need for physical storage and administrative overhead saves money.
• Employee self-service: Staff can access forms, contracts, and HR documents on their own.
• Scalability: Systems support growing organizations without adding administrative burden.

What should HR departments look for in a document management software system

When selecting a document management system, HR departments should focus on features that improve efficiency, security, and compliance. Integration with existing HR tools, such as payroll or HRIS systems, ensures seamless workflows and reduces duplicate data entry.

Other important features include mobile access, which allows HR teams and employees to access documents from anywhere, and AI-powered capabilities that can automatically identify key contract details, track renewals, and set reminders. Security features such as encryption, access controls, and audit trails are essential for protecting sensitive employee data and meeting regulatory requirements.

User experience and scalability are also key considerations. A system should be easy for HR staff and employees to use, with intuitive navigation and helpful support. It should also grow with the organization, supporting more users, additional document types, and increased automation as HR needs expand.

10 top HR document management software packages

The HR document management software market offers a wide range of solutions designed to streamline document handling, improve compliance, and support employee management. Each system has unique features that cater to different organizational sizes and needs. Choosing the right tool can save HR teams time, reduce errors, and simplify workflows.

Here are ten top HR document management software packages to consider:

1. SignTime
2. BambooHR
3. PeopleDoc
4. Rippling
5. SAP SuccessFactors
6. PandaDoc
7. Zoho Docs
8. GoCo
9. Eddy
10. Connecteam

SignTime

SignTime is a document management software option that allows teams to securely store, track, and manage all employee contracts in one place. It offers multiple ways to generate e-signatures, including hand-drawn, typed, and traditional hanko signatures, as well as the ability to collect in-person signatures. AI-powered features automatically identify counterparties, amounts, start and end dates, and auto-renewals, while also providing reminders for critical dates.

SignTime integrates seamlessly with Salesforce and other business systems, making it easy to centralize workflows. Its global scalability and user-friendly interface allow HR teams of any size to manage contracts efficiently. With robust security, compliance tracking, and automation, SignTime helps HR departments save time, reduce errors, and focus on strategic initiatives.

BambooHR

BambooHR provides HR teams with tools to manage employee records, performance reviews, and onboarding documentation. It centralizes employee files in a secure cloud environment, making it easier to access and update documents. The system also includes reporting and workflow automation to streamline HR processes.

The platform focuses on small to medium-sized businesses and emphasizes ease of use. BambooHR helps HR departments maintain compliance, improve collaboration, and provide self-service access for employees to view and manage their own records.

PeopleDoc

PeopleDoc is designed to improve HR service delivery by organizing documents, automating workflows, and ensuring regulatory compliance. It allows HR teams to manage contracts, policies, and employee records efficiently in a cloud-based system. AI-powered features help categorize documents and trigger alerts for critical tasks.

The platform integrates with existing HRIS systems and supports employee self-service portals. PeopleDoc is ideal for organizations seeking a secure, centralized, and automated approach to HR document management.

Rippling

Rippling combines HRIS functionality with document management capabilities. HR teams can manage employee records, benefits, payroll documents, and compliance forms in a single platform. Automation features reduce manual entry and streamline onboarding and offboarding processes.

Rippling is particularly useful for growing organizations that need scalable HR solutions. Its mobile access, integration with other business tools, and secure storage help HR departments manage documents efficiently while maintaining compliance.

SAP SuccessFactors

SAP SuccessFactors offers enterprise-grade HR document management as part of a broader HR suite. It centralizes employee records, contracts, and compliance documents while supporting workflow automation and analytics. The platform is designed to handle large volumes of HR data securely.

SuccessFactors integrates with other SAP solutions and supports global HR operations. It is best suited for large organizations looking for a robust, secure, and comprehensive HR management system.

PandaDoc

PandaDoc is a document management and e-signature solution that simplifies contract creation, approval workflows, and storage. HR teams can manage employment agreements, onboarding documents, and policy acknowledgments in a secure environment.

The platform emphasizes ease of collaboration and document tracking. While it is versatile across industries, PandaDoc is useful for HR teams that need streamlined document signing and management processes without a full HRIS.

Zoho Docs

Zoho Docs provides cloud-based storage, collaboration, and document management features. HR departments can organize employee files, contracts, and onboarding materials while allowing team members to collaborate in real-time. Version control ensures that documents are always up to date.

Zoho Docs integrates with other Zoho applications and third-party tools, making it a flexible option for organizations that need basic HR document management capabilities alongside general document collaboration.

GoCo

GoCo combines HR software with document management, focusing on onboarding, compliance, and employee record management. HR teams can automate workflows, track signatures, and manage employee documents securely in a cloud environment.

GoCo also offers self-service portals for employees to access forms and policies. Its simplicity and focus on compliance make it suitable for small to medium-sized businesses looking for an integrated HR solution.

Eddy

Eddy provides an easy-to-use platform for managing HR documents, onboarding, and employee records. The software centralizes files, tracks approvals, and supports automated workflows to reduce administrative workload.

Eddy is designed for small businesses that need a simple and intuitive HR document management system. It offers secure storage, employee self-service, and basic compliance tools.

Connecteam

Connecteam offers mobile-first HR document management features, allowing teams to store, share, and track employee documents from anywhere. It supports onboarding, compliance tracking, and workflow automation.

The platform is particularly useful for organizations with remote or distributed teams. Connecteam provides secure access, easy collaboration, and automated reminders to ensure that HR processes are efficient and compliant.

SignTime is the best HR document management software

SignTime stands out as the most complete document management solution for organizations of all sizes. With multiple signature options, including hand-drawn, typed, hanko, and in-person signatures, HR teams can manage employee contracts in the way that works best for them. AI-powered features automatically identify key contract details, track deadlines, and send reminders, ensuring nothing is overlooked.

Its seamless integration with Salesforce and other business systems centralizes workflows, while secure cloud storage and compliance tracking protect sensitive employee information. HR teams save time, reduce errors, and improve collaboration by using a single platform for all document management needs.

Whether managing employee contracts or compliance documents, SignTime provides efficiency, flexibility, and reliability. For organizations looking for a trusted, feature-rich document management system, SignTime is the solution that meets today’s needs and scales with tomorrow’s growth.

Download our brochure to see whether SignTime might be a fit for your organization.