HR Documents That Are Audit-Ready
I-9s, offer letters, and disciplinary records stored where they belong — encrypted, permissioned, versioned, and logged, so the next audit request is a lookup, not a scramble.
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
Access by audience (HR, the employee, the reporting chain, chosen roles, everyone), narrowed for restricted types, plus per-person grants. Through the reporting chain, a manager sees a report's file only when its audience includes the chain, and never a restricted type.
Track Versions
Every revision tracked with who uploaded it and when. Every replaced document is kept as a version you can download.
Scan & Encrypt
Where your deployment runs the virus scanner, an infected upload is refused and never stored. Encryption at rest and in transit.
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
One business-wide list of required document types plus a minimum count. Employees missing a required document are flagged before it becomes a compliance gap.
One App, Three Audiences
For HR & People Ops
The employee filing cabinet — every document, every version, every change.
- Employee files — each file is assigned to its employee and carries a category and a document type.
- Required-doc tracking — one business-wide list of required document types plus a minimum count, with each employee's coverage.
- Bulk operations — bulk upload (up to 50 files), bulk approve and bulk reject.
- Retention policies — a retention policy on every file, with durations an admin can tune and optional 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 policies — each file carries a named retention policy (e.g. 7 years, permanent) chosen on upload, with optional automatic archive for documents past it.
- Legal hold — flag documents that can't be deleted, with reason and date.
- Compliance view — expiring documents, compliance documents, and employees 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 — a direct report's files whose audience includes the reporting chain, never a restricted type unless they uploaded it or hold a grant on it.
- 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 in encrypted cloud storage, with every version kept.
Controls that matter
Five audiences decide who sees each file, and per-person grants come at four levels: Read Only, Read & Download, Full Access, Admin Access.
Scope and specs
Useful specs: Max file size: 100 MB per file (500 MB for video); bulk upload: 50 MB per file, 50 files per batch — fixed limits; 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 HR files 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 — up to 50 files at a time under one category and document type, then each assigned to its employee.
Connected To The Rest Of MangoApps
← Onboarding
New-hire paperwork — I-9, W-4, NDAs, policy acknowledgments — routes from Onboarding into the right employee's HR files automatically.
← Offer Manager
Signed offer letters filed straight into the employee's HR files with the retention rule applied.
← Offboarding
When someone leaves, HR Files withdraws the document requests asked of them and revokes the access grants they hold; their files stay retained, and can be archived automatically if you turn that on.
← People
Files attached to a profile update request file themselves under the person once the request is approved, under the retention and visibility rules you set.
→ 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 — every employee file keeps its own access log, retention policy and audience rules.
SharePoint HR site
M365 HR document library
- Per-file audiences, restricted file types and retention policies out of the box — not custom SharePoint columns and a governance hope
- Works for the roughly 70–80% 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
- Each file is assigned to its employee and carries a category and document type — no 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
- Every file event is recorded in HR Files' own audit log with who did it and when
Document360 / eFileCabinet
Dedicated document management systems
- Lives next to the employee record, comp, benefits, and onboarding — no separate DMS for HR to log into
- Encryption at rest and version history included — not a Pro-tier upsell
- HR Files AI finds "the latest signed I-9 for Jane" by file name, description, tags and the employee's name
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
- A named retention policy on every file, chosen on upload — not enforced by Outlook reminders
- Legal hold built in — not a vendor escalation when a complaint hits
PLATFORM ADVANTAGE
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.
Departures handled
When someone leaves, HR Files withdraws the document requests asked of them and revokes the access grants they hold. Turn on "Archive HR files when an employee is deactivated" and their active files are archived too, except compliance documents and files on a legal hold.
Answers in your language
Ask AI replies in the language each person asks in, so employees can ask about their files in their preferred language.
HR Files audit log
Every file view, download, edit, and share is recorded in HR Files' own audit log with who did it and when, and each entry is kept for seven years.
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 files itself into the employee's HR files, and a document HR asked for, uploaded on the web or the phone, answers the request.
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 retention rules, legal hold, and an 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 — and the bill stops growing.
More secure
Encryption at rest, per-file audiences and grants, and the audit log share one model with every other app — nothing to re-certify.
Easier to deploy
Already deployed if you have MangoApps. Files carry a category and a document type, so there are no folders to set up 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
Switch the Policy Hub source on in Sync Settings and signed policy acknowledgements file themselves into each employee's HR files — no export, no re-upload.
AI is actually better
HR Files AI finds "Jane's latest signed handbook acknowledgement" by file name, description, tags and the employee's name, 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
Customer Case Studies
Video Case Studies
Video Case Studies
Video 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, encryption at rest, and access controls by audience and document type. 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.
Each file has one of five audiences — HR, the employee, the reporting chain, chosen roles, or everyone — and per-person grants add access on top. Through the reporting chain, a manager sees a report's file only when its audience includes the chain, and never a restricted type. Restricted types (disciplinary, medical and garnishment records by default) are treated as HR plus the employee, whatever the audience; beyond them, only the uploader, the approvers while the file waits for them, and people with an explicit access grant can open one.
Each file carries a named retention policy (e.g. 7 years, permanent) chosen on upload, and admins can change how many years each policy means. A daily check asks admins to review files past their policy, or archives them if you turn that on. Legal hold overrides retention when required.
You set one business-wide list of required document types plus a minimum count, and with the minimum-documents rule on, the Compliance page flags each employee below either. It also lists documents expiring within 30 days and compliance documents.
Every view, download, share, edit, and delete is captured with user, timestamp, and IP. Designed for audit requests — exportable and filterable. Each audit entry is kept for seven years.
Yes. Encryption at rest (AES-256) and in transit (TLS), virus scanning on upload where your deployment runs the scanner, your deployment's cloud object storage with versions kept, 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, pending-approval and expiring-file questions — all in Ask AI with the same permissions as the app. See the agent page for the full capability list.
Let's Talk
Every team. Every employee. Every workflow. One AI platform — built for the frontline. Since 2008, trusted by 2 million+ users with an NPS of 78.
Why Choose Us?
- Frontline AI: Governed AI for every employee and workflow.
- Top Security: HITRUST, ISO & SOC 2 certified.
- Exceptional UX: Delightful on mobile and desktop.
- Proven Results: 98% customer retention rate.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Prefer to explore first? Ask AI about HR Document Management Software & File Vault →