You sent it. But can you prove it arrived?
An employment contract today. The full document lifecycle tomorrow. The same system.
While everything runs smoothly these aren't questions. Sooner or later, they always come up.
- Who accepted this document?
- When?
- Which version?
- Was a receipt created?
- Is that version still the one in force?
The life of a document
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Created
From data you already have, not retyped. The required data goes into the document automatically.
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Sent
The employee receives it and sees what to do with it.
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Accepted
With a one-time code, or with a formal signature where the document calls for it.
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Archived
The document and the receipt of its acceptance go into the digital personnel folder together.
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Retrievable
Not among e-mails and file names, but in one place.
Five states. What you end up with is not a file, but a process you can prove.
What it looks like
Without paper — verifiable on paper too
Paperless doesn't mean you avoid printing. It means you don't need to: the document is created, goes out, comes back accepted and is archived without anyone walking to a printer.
And if it does get printed, nothing is lost. Every page carries a verification code: whoever scans it can trace the page back to the original document and check its status. Without logging in.
new hires are onboarded paperless and provably.
HR documents are signed with a qualified signature, traceably.