Employee Records, Secured by What They Are — Not a Shared Folder Setting
M-Files controls access to HR-sensitive records automatically, ties training and onboarding paperwork to the people it belongs to, and keeps a full audit trail — without a general-access HR folder anyone on the network can open.
Dynamic access control for performance reviews, personnel files, and automated onboarding workflows.
Sound familiar?
The privacy gaps and administrative bottlenecks common in traditional HR file setups:
Sensitive records sit in folders more people can open
Employee files, performance reviews, and disciplinary records often end up in a shared HR folder with one blanket permission setting — meaning more people than intended can technically open a file that should be restricted.
Onboarding paperwork gets chased over email
New-hire forms, contracts, and policy acknowledgements get sent, signed, and chased individually over email — with no clear view of what's outstanding until someone asks or a new starter's first day arrives.
Nobody's confident retention rules are followed
Former employees' records need to be kept for a defined period and then properly disposed of — but without a system enforcing that, old HR files either get deleted too early or accumulate indefinitely.
Training and performance records are scattered
Certifications, training completions, and performance reviews live in separate trackers or spreadsheets, disconnected from the employee record itself — making it hard to get a real picture of someone's status.
Employee records, properly controlled
Not a separate HR system to maintain — the same M-Files vault your team already uses, with employee records secured and organised by what they actually are.
Access Controlled by Sensitivity, Automatically
Permissions are based on what a record is — a performance review, a disciplinary record, a standard onboarding form — rather than one blanket folder setting. The right people see the right records automatically.
Onboarding Without the Email Chase
New-hire paperwork moves through a tracked workflow — sent, signed, filed — with a clear view of what's outstanding, instead of a scattered email trail nobody can easily check.
Retention Handled Automatically
The same metadata-driven retention approach used across M-Files applies to HR records — kept for exactly as long as required, with disposal handled automatically rather than left to judgment calls.
Training and Performance Tied to the Employee Record
Certifications, training completions, and performance reviews live connected to the employee they belong to — a real, current view of status, not a separate spreadsheet that's out of date.
“M-Files automated notification capabilities have enabled streamlined HR and benefits management, with timely employee benefit provisioning.”
“We have to compliment Range Information Systems on their excellent support, no task too big or small and their passion for making M-Files the best experience in a DMS is commendable. M-Files itself is one of the most customisable systems and with Range's advice and expertise we have managed to automate and streamline many business processes — the reduction in paper use is staggering.”
Gartner Magic Quadrant
Leader & Visionary in Enterprise Content Services
Forrester TEI Study
Validated 301% ROI over 3 years
TrustRadius Top Rated
Top Rated HR Document Control 2026
Nucleus Research
Ranked Leader 10+ consecutive years
Common Questions About HR Document Management
Clear answers for HR directors, privacy officers, and operations executives.
Stop relying on a shared folder to protect sensitive records.
See how M-Files secures employee records by what they are, not a blanket folder setting — with a demo built around your actual HR processes.
Book a Free Demo →