DOCUMENTS & HIRING
Document Management Software for UK Employers
RootHR helps UK employers bring employee records into one organised place, so your team spends less time searching shared folders, chasing email attachments or managing paper files. If you are relying on spreadsheets to track certificates, dealing with expired documents, or struggling to confirm who uploaded the latest version, a clear system matters.
Why Employee Document Management Matters
As organisations grow, employee documentation grows with them: more people, more locations, more document types and more change over time. What used to work in a small team (folders, inboxes and paper files) becomes harder when managers need quick access, HR needs consistency, and documents need review dates, follow ups and evidence for audits.
Secure Employee Document Storage
RootHR provides a central place for secure employee document storage, connected to each employee record. This supports faster retrieval, fewer duplicates and clearer ownership than scattered folders.
Organise documents by type, role, contract or team
Keep records attached to the right employee
Reduce reliance on paper files and email chains
Document Requests
Collecting documents is often the slowest part of HR admin. RootHR includes document request tools so you can set requirements, request documents and track progress in one place.
Request Documents From Employees
Request documents from individuals or groups (for example new starters, a department, or a location). This is useful for onboarding, contract changes, training refreshers and periodic record checks.
Automatic Document Reminders
Automatic reminders reduce manual chasing and help keep requests moving without relying on someone’s inbox or diary notes.
Track Outstanding Documents
See which requests are complete and which are still outstanding, so managers and HR have a clearer picture of what is missing.
Document Expiry Tracking
Some employee documents have expiry or review dates, including right to work evidence (where time limited), qualifications, licences, certificates, training records and professional registrations. RootHR supports document expiry tracking so your team can act earlier rather than reacting late.
Know Before Documents Expire
Record expiry or review dates against employee documents and keep them visible alongside the employee record.
Reduce Manual Expiry Checks
Reduce the need to open files and update separate spreadsheets to keep dates up to date.
Plan Renewals Earlier
Earlier visibility supports better planning and more consistent follow up. Document management software can help you organise records, but it does not replace appropriate HR and legal processes.
Document Version Control
When documents sit in multiple folders and email threads, it is easy to use the wrong version. RootHR keeps document version history so authorised users can identify the current version and review previous versions where needed.
Document Audit Trails
For internal reviews and audit preparation, it helps to know what happened to a document, not just where it is stored. RootHR supports audit trails for document activity such as uploads and updates, helping HR teams keep a clearer record.
Role Based Document Access
Not everyone should see every document. RootHR supports role based document access so you can limit access to authorised users and reduce unnecessary sharing of sensitive employee information.
RootHR does not provide legal advice and software alone does not guarantee UK GDPR compliance. Secure storage, access controls and clear records can support good governance when used alongside your policies and processes.
PEOPLE & OPERATIONS
Manage Different Employee Documents
Different roles and organisations need different records. RootHR helps you define and manage document types based on role, contract or team.
Employment contracts and variations
Right to work documents and supporting evidence
Proof of identity (where appropriate)
Qualifications and training certificates
Professional registrations
Policies and acknowledgements
Employee forms and company documents
Compliance evidence for internal checks and audits
Document Management for UK Industries and Multi Site Teams
RootHR is used by UK employers that need practical employee document control, including multi site organisations. Common examples include healthcare and care homes (training and registrations), hospitality and retail (fast onboarding and location visibility), professional services (contracts and policy acknowledgements), education and construction (role specific evidence and renewal dates).
From Document Request to Record
Define required documents by role, contract or team
Request documents from individuals or in bulk
Employees upload documents to the platform
Store, track and review using version history, audit trails and expiry dates
Why Choose RootHR for Document Management?
Secure HR document storage connected to employee records
Document requests and bulk document collection
Automatic reminders and clearer visibility of what is outstanding
Document expiry tracking and earlier follow ups
Version history and a more controlled record
Role based access and audit trails
Document management connected with the wider RootHR platform
Connect Document Management With the Wider RootHR Platform
Document management is most useful when it supports the workflows around it. Depending on how you use RootHR, you may want to link this page to:
UKVI compliance and right to work
Recruitment (ATS) and onboarding
Employee records and policies and handbook
Digital signature and tasks and workflows
Leave management, rota management, and attendance and time
PEOPLE & OPERATIONS
More in this category
Digital Signature
Send contracts and agreements with legally valid e-signatures.
Policies & Handbook
Publish policies, confirm reading and track acknowledgements.
Recruitment (ATS)
Post jobs, manage candidates and move them into onboarding.
Manage Employee Documents With Greater Confidence
If you need a practical way to store, request and track employee documents, RootHR brings secure HR document storage, reminders, expiry tracking, version history and audit trails into one system.