HR Documents That Are Audit-Ready
HR Files is enterprise-grade document management built specifically for HR and recruiting workflows. Secure S3-backed storage, version control, granular permissions, virus scanning, encryption, audit logs, and compliance tracking — designed for the documents that have to survive an audit.
What HR Files Helps You Do
Store HR Documents Safely
I-9s, W-4s, offer letters, signed handbooks, separation agreements, performance documents, disciplinary records — all in one place with encryption at rest.
Control Access
Granular permissions by role, department, employment status, and document type. HR sees everything; managers see their team; employees see their own.
Track Versions
Every revision tracked with who, when, and what changed. Roll back to any version. Side-by-side diff for text-based documents.
Scan & Encrypt
Virus scanning on upload. Encryption at rest and in transit. Documents flagged as malicious are quarantined before they touch HR's view.
Log Everything
Every view, download, edit, share, and delete is captured in the audit log with user, timestamp, and IP. Designed for audit requests, not retroactive reconstruction.
Track Compliance
Required-document tracking by employee class (I-9 verification, state-specific tax forms, industry licenses). Missing documents flagged before they become compliance gaps.
One App, Three Audiences
For HR & People Ops
The employee filing cabinet — every document, every version, every change.
- Employee folders — per-employee filing with subfolders for tax, benefits, performance, separation.
- Required-doc tracking — required documents per employee class with completion status.
- Bulk operations — bulk upload, bulk archive, bulk reassign by department.
- Retention policies — per-document-type retention rules with automatic archive.
For Compliance & Legal
Audit-ready records, retention rules, and the trail to defend against any audit.
- Comprehensive audit log — every view, download, share, and edit captured.
- Retention by document type — automatic archive for documents past their hold period.
- Legal hold — flag documents that can't be deleted, with reason and date.
- Compliance reports — I-9 completeness, document expiration, missing required docs.
For Managers & Employees
Self-service access to the documents they're allowed to see — nothing more.
- My documents — employee sees their own offer letter, pay stubs, signed handbooks.
- Manager view — direct reports' eligible documents (performance, training certs).
- Document expiry alerts — work authorization renewal, license renewal, certifications.
- Self-service downloads — without HR being the document delivery service.
How A Document Moves Through The System
HR Files In Practice
A practical scope check: what the app covers, which controls matter, and the workflows teams usually run first.
Core workflow
Store employee documents securely with S3-backed storage, virus scanning, and encryption.
Controls that matter
Security & Access includes Access levels: Public, Internal, Restricted, Private and Per-file access grants with view/download/edit/delete/share/delegate permissions.
Scope and specs
Useful specs: Max single file size (upload): 50 MB (admin-configurable); Max files per bulk upload batch: 50 (admin-configurable); Accepted file types: PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, JPG, JPEG, PNG, GIF, MP4, MOV, AVI, WEBM, MPEG.
Employee onboarding documents
HR uploads offer letters, tax forms, and signed agreements into each new hire's folder with automatic version tracking and access controls.
Compliance audit preparation
An HR admin exports the audit log showing who accessed which files and when, satisfying regulatory review requirements.
Bulk document migration
HR consolidates employee documents from multiple sources using the bulk upload tool, organizing them by employee and document type.
Connected To The Rest Of MangoApps
← Onboarding
New-hire paperwork — I-9, W-4, NDAs, policy acknowledgments — routes from Onboarding into the right employee folder automatically.
See Onboarding← Offer Manager
Signed offer letters archived directly into the employee folder with the retention rule applied.
See Offer Manager← Benefits
Dependent verification documents, plan SBCs, signed elections — archived where audits expect them.
See Benefits← Offboarding
Separation agreements, final-pay confirmations, exit interview records — closed-out with the right retention.
See Offboarding→ Employee Data
Employee folders linked to the employee record — class, status, and tenure drive retention and visibility automatically.
See Employee Data→ Drive
HR Files is the HR-grade complement to Drive — same engine, stricter defaults for HR's document lifecycle.
REPLACES POINT TOOLS
One HR document system in place of the file-share-plus-DMS patchwork
Most HR teams scatter sensitive documents across SharePoint folders, a paid document management tool, Box drives, and personal network shares. HR Files retires that — and brings every employee file under one audit log, retention policy, and permission model.
SharePoint HR site
M365 HR document library
- Field-level permissions and HR-specific retention out of the box — not custom SharePoint columns and a governance hope
- Works for the 80% of your workforce without M365 licenses — frontline employees access their own files from mobile
- Versioned audit trail purpose-built for HR investigations, not generic SharePoint version history
Box for HR / Egnyte
Enterprise file share repurposed for HR
- Per-employee folders auto-provisioned from your HRIS — not a manual folder structure for someone to maintain
- Same per-employee suite license covers HR files AND every other module — instead of a per-seat Box add-on
- Inherits HRIS audit log so file events, profile edits, and policy acks live in one investigation timeline
Document360 / eFileCabinet
Dedicated document management systems
- Lives next to the employee record, comp, benefits, and onboarding — no separate DMS for HR to log into
- Virus scanning, encryption-at-rest, and version control included — not a Pro-tier upsell
- HR Files AI answers "where's the latest signed I-9 for Jane?" using actual file contents and metadata
Folderit / Personal network shares
Ad-hoc HR file storage
- Eliminates HR's "where did I save that?" problem — one searchable repository scoped to the right employee record
- Retention policy applied automatically per document type, not enforced by Outlook reminders
- eDiscovery and legal hold built in — not a vendor escalation when a complaint hits
PLATFORM LEVERAGE
HR Files inherits everything else MangoApps already does
A point HR DMS has to build, buy, or integrate each of these. HR Files gets them for free because the platform already runs them.
Identity & SSO
SAML/OIDC SSO and MFA gate every file. Employees access their own documents with the same identity they use for everything else.
HRIS-driven folder provisioning
Every new employee gets a personal HR folder automatically. Termination kicks files into the retention tier without a manual cleanup step.
Translation in 100+ languages
Policy documents, handbooks, and signed agreements translate inline so employees review their files in their preferred language.
Audit log & retention
Every file view, download, edit, and share lands in the same audit log eDiscovery and Legal already use across every other module.
Mobile app & secure access
Employees view pay stubs, signed offers, and policy acks from the branded mobile app — encrypted in transit and at rest.
Workflow & automation
A signed offer auto-files into the employee folder; an I-9 capture triggers retention rules — using the same automation engine.
INDUSTRY FIT
Built for the industries where HR documents are audit-critical
HR Files is the document backbone for organizations whose paperwork has to survive an audit, a lawsuit, or a regulator visit.
Healthcare
Credential renewals, license copies, and competency attestations stored with retention rules that meet Joint Commission and state board reviews.
Financial Services
U4/U5 filings, regulatory licenses, and compensation agreements with FINRA-friendly retention, legal hold, and an immutable audit trail.
Manufacturing
Safety training records, OSHA acknowledgements, and incident reports filed per employee with the retention rules an OSHA audit needs.
Public Sector
Classification documents, union agreements, and FOIA-relevant records with retention and legal hold suited to agency standards.
Construction
Certification cards, OSHA 10/30 records, and prevailing-wage paperwork filed per worker — retrievable for project audits in seconds.
Hospitality
I-9 documents, alcohol-service certifications, and brand-standard attestations organized per property and per employee.
WHY MANGOAPPS WINS
One platform beats a stack of point solutions on every axis
The argument finance, security, IT, and HR all share — and the one an HR file point tool structurally cannot answer.
Cheaper than the stack
One per-employee suite license replaces Box + Document360 + SharePoint HR site + eDiscovery tooling — and the bill stops growing.
More secure
Encryption at rest, virus scanning, field-level permissions, and audit log share one model with every other app — nothing to re-certify.
Easier to deploy
Already deployed if you have MangoApps. Folders provision from your HRIS automatically — your file system is live before the migration runs.
Easier to use
Employees access pay stubs, signed offers, and benefits paperwork from the same mobile app they use for shifts. No DMS to log into.
Easier to manage
One admin surface for retention, permissions, and legal hold across every document type — not Box folders plus SharePoint plus a DMS contract.
Easier to extend
A new policy upload can trigger a must-read acknowledgement campaign and a retention rule — using the same automation engine.
AI is actually better
HR Files AI answers "show me Jane's latest signed handbook acknowledgement" using actual file content and metadata, governed by the same permission model — not a generic enterprise search.
Ask Questions With HR Files AI
HR Files has a paired AI agent for document search, compliance review, and version history — all with the same permissions as the app.
HR Files AI
HR documents, search, version history, and compliance review — in chat.
Customer Success
How Customers Use It
Customer Case Studies
Customer Case Studies
Video Case Studies
Customer Case Studies
Customer Case Studies
Customer Case Studies
The MangoApps team is really responsive. Any questions get answered immediately. And they didn’t overpromise—they’ve delivered exactly what they said they would. The customer service really stands out.
Alison van Zijl
Head of Human Resources
Full House
Frequently Asked Questions
Same underlying engine, but HR Files defaults to stricter controls — required-doc tracking, retention policies, audit logging on every access, virus scanning, encryption at rest, and granular access controls by document type and employee class. Drive handles team files and shared workspaces; HR Files handles the employee record.
I-9 verification, W-4 and state tax forms, offer letters, signed employment agreements, handbooks and policy acknowledgments, performance reviews, disciplinary records, separation agreements, license and certification records, and any other HR-grade document.
Granular permissions by document type, employee class, and folder. HR sees the full record; managers see their direct reports' eligible documents (performance, training certs); employees see their own personal documents (offer letter, pay stubs, signed handbooks). Sensitive documents (disciplinary records) are restricted to HR by default.
Per-document-type retention rules with automatic archive when the hold period expires. Different rules for tax forms (7+ years), I-9s (3 years post-termination), performance docs, and separation agreements. Legal hold overrides retention when required.
Required-document tracking per employee class flags missing I-9s, missing state tax forms, expired work authorization, missing safety certifications. Compliance reports cover I-9 completeness, document expiration, and missing-required-doc gaps.
Every view, download, share, edit, and delete is captured with user, timestamp, and IP. Designed for audit requests — exportable, filterable, and immutable. The audit log is itself retained per retention policy.
Yes. Encryption at rest (AES-256) and in transit (TLS), virus scanning on upload, S3-backed storage with versioning, comprehensive audit logging, granular access controls, and legal hold support. Used by healthcare, financial services, and other regulated industries.
The agent answers document-search, version-history, compliance-status, and required-document-check questions — all in Ask AI with the same permissions as the app. See the agent page for the full capability list.
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