Employee Records, Secured by What They Are — Not a Shared Folder Setting
M-Files Human Resources Document Management controls access to sensitive personnel files automatically, ties training, worker screening checks, and onboarding paperwork to the employee they belong to, and enforces Fair Work Act 7-year retention rules with a full audit trail.
Dynamic access control for performance reviews, personnel files, worker credentials, 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, medical certificates, performance reviews, and disciplinary records often sit in a shared HR folder with one blanket permission setting — meaning IT administrators or line managers can open files that should be strictly restricted.
Onboarding paperwork gets chased over email
New-hire forms, employment contracts, superannuation choice forms, and policy acknowledgements get sent, signed, and chased individually over email — with no clear view of what's outstanding until a new starter's first day arrives.
Nobody's confident retention rules are followed
Under the Fair Work Act 2009, employee records must be retained for 7 years, while unsuccessful applicant files and expired PII must be disposed of under the Privacy Act 1988. Without automation, old HR files accumulate indefinitely.
Training, police checks & licences are scattered
WWCCs, NDIS worker screening checks, First Aid certificates, and SOP training completions live in separate trackers or spreadsheets, disconnected from the employee record itself — risking expired credentials going unnoticed.
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 line manager can view their direct report's training certificates and position description, while medical certificates, salary letters, and disciplinary files remain locked exclusively to HR.
Onboarding Without the Email Chase
Generate employment contracts in seconds with M-Files Ment, route for DocuSign/Adobe Sign execution, and track new-hire onboarding checklists through a single dashboard instead of scattered email threads.
Retention Handled Automatically
When an employee's status changes to "Terminated", M-Files automatically starts the statutory 7-year Fair Work retention clock — keeping records locked and auditable for the required period before routing for defensible disposal.
Training, Licences & Screening Tied to the Employee
Certifications, NDIS/police checks, training completions, and performance reviews live connected to the employee they belong to — with automated 60/30-day expiry alerts before a licence or clearance lapses.
“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 Solutions
Clear answers for HR directors, privacy officers, and operations executives.
Deep-Dive Employee Privacy, Retention & Compliance Guides
How Australian organisations protect employee PII, automate credential tracking, and stay audit-ready.
Staying Compliant in Australia: Meeting Privacy Act & ISO Requirements
Protecting sensitive employee and client personal information with metadata-driven access controls.
Information Governance for Healthcare, NDIS & Aged Care
Tracking staff clearances, WWCCs, police checks, and mandatory training expiry alerts automatically.
Records Management & Retention Strategy for Australian Firms
How to automate former-employee file retention and defensible disposal workflows.
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 →