StaffVault
Employee file management
Required documents by role, unit and grade; expiry and retention; approval and audit; e-forms and e-signature; encrypted storage.
Modules
Document types
- Categories, types, required rules
- Rules by unit, grade, location, employment type, job title
- Expiry, validity period, allowed file types
Employee file
- Required documents and status
- Documents by category; archive, restore
- Document history
Approval
- Approval per type
- Approve, decline with reason
- One queue per consultant
Compliance
- On file, expiring, pending, expired, missing
- Dashboard by unit and type
- Outstanding lists, Excel export
Forms
- Forms with fields
- Sent to a person or a unit
- Signed by link; filed with answers and signature hash
Bulk upload
- Many files at once
- Matched by employee number
- Filed by type
Access
- Consultant groups over units
- View, add, approve per category
- Manager and employee views
Retention
- Years after leaving or after document date
- Scheduled deletion
- Deletion log
Reminders
- Outstanding documents, employees and managers
- Form requests
- Editable templates
Specification
| Roles | Administrator, HR consultant, manager, employee |
|---|---|
| Staff data | Core staff register: units, grades, locations, people |
| Storage | Files encrypted at rest (AES-256), served only through an access check |
| Audit | Every add, change, approval, archive and file opened |
| POPIA | Access by category and unit; every view audited; retention enforced |
| Hosting | Hosted, multi-client; dedicated instance available |
| Background | Based on Staff Files (FNB) |