Overview - Employee Records Management

  • Updated on Feb 9, 2026
  • Published on Nov 6, 2025
  • 6 minute(s) read
  • Holly Jackson
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The Employee Records Management solution by VisualVault LLC transforms how human resource professionals handle the critical capabilities they need to operate efficiently and in full compliance. Streamlined document organization, notifications and automated workflows deliver next-level features for Employee Records Management (ERM), Onboarding, and Audits. This gives businesses a secure, cloud-based, feature rich experience that supports the long-term storage, automation, and process management for human resources files. With VisualVault, critical Metadata is associated with documents allowing for easy search and retrieval, security protection, and retention handling.  

All HR Solution sets contain Employee Records Management (ERM) as the foundational base for the system. Designed to support the efficient management of both active and terminated employee records and their associated onboarding documents, this solution will enable the client to create, track, search, and retrieve employee information from a centralized and user-friendly interface, improving accessibility and operational efficiency. Clients may add Onboarding, Audits, and/or Competency to be layered on top of ERM.

Compare Features

Feature

Solution

ERM

Onboarding

Audits

Competency

Employee Master iForm

✅

✅

✅

✅

Landing Page

✅

✅

✅

✅

Form Data Dashboard

✅

✅

✅

✅

Document Library

✅

✅

✅

✅

Index Fields

✅

✅

✅

✅

Automation for Folder Creation/Updates

✅

✅

✅

✅

Folder Views

✅

✅

✅

✅

Document Retention Management

✅

✅

✅

✅

Go-forward Document Uploading

✅

✅

✅

✅

Single Sign-On (SSO)

✅

✅

✅

✅

Multi-language

✅

✅

✅

✅

Employee Search

✅

✅

✅

✅

Employee New Hire Packet Workflow

🚫

✅

✅

✅

HR Survey/Employee Audits

🚫

🚫

✅

✅

Employee Competency Management*

🚫

🚫

🚫

✅

Employee Records Management (ERM)

Employee Master iForm

The Employee Master iForm will contain basic information about the employee like first name, last name, date of birth, department, employment status, and employee unique ID.

Landing Page

The landing page serves as the central hub within the database, providing users with quick access to essential tools, features, and data relevant to their role. It’s the default screen users see upon logging in, streamlining navigation and surfacing key information at a glance.

Form Data Dashboard

A Form Data Dashboard is used in VisualVault to allow users to display multiple records of form data and then allow them to view, update, or modify data for a selected Form ID Card or Form data instance.

Implementation of three (3) HR dashboards.

  1. Active Employees: Dashboard containing a list of all active employees.

  2. Terminated Employees: Dashboard containing a list of all active employees.

  3. All Employees: Dashboard containing a list of all active employees.

Document Library

Bringing order and efficiency to document management.

A structured, four (4) level repository for storing and managing documents within VisualVault. 

Automation for Folder Creation / Updates

A VisualVault microservice to automate actions to (1) create an Employee Document Library folder upon initial creation of an Employee Master iForm in VisualVault, as well as to (2) update the existing Employee folder upon manual modification of an existing Employee Master iForm.

Index Fields

Index Fields are user-defined fields displayed on the Document ID Card of each document, used to store document-specific data, are searchable through Advanced Search, and can drive business rules in workflows.

Folder Views

A folder view, also know as the document list, in VisualVault refers to a customizable display of documents within a selected folder, showing information according to the folder's settings, with access to the latest released or unreleased documents based on user permissions.

The folder view includes the standard document index fields and the four (4) custom index fields.

Document Retention Management

Document Retention functionality allows users to set expiration periods for documents, with options to inherit parent folder rules, following the Client’s specific retention policies.

Go-forward Document Uploading

Document upload in VisualVault can be done (1) via VScan, or (2) upload directly from within the Document Library interface.

Single Sign-On (SSO)

Single Sign-On (SSO) allows users to access multiple applications or services using a single set of login credentials, streamlining the authentication process and simplifying user experience.

Multi-language

IN DEVELOPMENT - Content coming soon.

Employee Search

Empowering managers and admins with clear, controlled visibility.

Employee search allows managers to view only their direct reports and access each employee's documents in a side-by-side document viewer. It also includes a proxy view for VaultAdmin users to troubleshoot by viewing another user’s reporting structure, all accessible directly from the landing page.

Learn More

Employee Search

Onboarding

Employee New Hire Packet Workflow

Automating new hire paperwork from signature to storage.

This feature streamlines the onboarding process by enabling HR teams to securely distribute new hire paperwork to individuals who do not yet have VisualVault accounts. Through an integrated workflow, new hires can complete, sign, and submit all required forms electronically, ensuring compliance and accuracy. Once submitted, all onboarding documents are automatically stored, indexed, and organized within the VisualVault Document Library. This eliminates manual uploads and reducing administrative effort. The workflow automation not only enhances efficiency but also ensures that every new hire record is accessible, auditable, and securely managed from day one.

Landing Page

Implementation of a Workspace with two (2) tabs for Active Forms and Completed New Hire Forms. Add the customers logo and icons that will direct users to various places within the VisualVault database.

New Hire Form Templates

New Hire Form Templates enable organizations to manage and utilize standardized template forms during the employee onboarding process. These templates—such as tax forms, policy acknowledgments, or employment agreements—can be automatically distributed to new hires for completion and secure electronic signature. By centralizing and standardizing New Hire Form Templates, HR teams ensure consistency, compliance, and efficiency across all onboarding workflows.

Once signed, completed forms are automatically stored and organized in VisualVault’s Document Library, creating a seamless and auditable record of each employee’s onboarding documentation.

Audits

HR Survey/Employee Audits

Making employee audits faster, more accurate, and more secure.

VisualVault’s HR Survey / Employee Audits allows HR teams to prepare for and conduct employee audits. This helps streamline the entire audit process by:

  • Organizing employee records in one place

  • Allowing Survey Leaders to create and manage surveys

  • Supporting Coordinators select which employees to audit

  • Making it easy to upload, view, and manage documents

  • Allowing the Compliance Team to verify document accuracy

  • Supporting collaborative, in-person reviews with the Auditor/Surveyor

Instead of sorting through folders manually or emailing documents back and forth, this app keeps everything in a centralized system.

Learn More

About HR Survey/Employee Audits

Competency

IN DEVELOPMENT - Content coming soon.