--- title: "Centralise your documents with Document Management Software for Businesses" description: "Document management software for HR: keep company and employee documents in the cloud, encrypted, with access set folder by folder. Book a demo." url: https://www.tramitapp.com/document-management-software/ --- # Centralise your documents with Document Management Software for Businesses TramitApp's document management software brings your company documents and every employee's folder (payslips, contracts, health and safety) together in the cloud, so HR keeps them organised and decides who sees each folder. An intuitive, GDPR-compliant process. [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/) ![An administrator organises the company's documents in the document management software: company, payslip, health and safety and training folders, each showing who can see it](https://www.tramitapp.com/img/gestor-documental-administrativa-sube-documentos.webp?v=c1) **+3,000**companies **+150,000**daily users **99.99%**availability ![Chanel logo](https://www.tramitapp.com/img/cliente-chanel-logo.webp)![L'Oréal logo](https://www.tramitapp.com/img/cliente-l-oreal-logo.webp)![Bankinter logo](https://www.tramitapp.com/img/cliente-bankinter-logo.webp)![Ibercaja logo](https://www.tramitapp.com/img/cliente-ibercaja-logo.webp)![Xiaomi logo](https://www.tramitapp.com/img/cliente-xiaomi-logo.webp)![Kyocera logo](https://www.tramitapp.com/img/cliente-kyocera-logo.webp)![T-Systems logo](https://www.tramitapp.com/img/cliente-t-systems-logo.webp)![Universal logo](https://www.tramitapp.com/img/cliente-universal-logo.webp)![Allen & Overy logo](https://www.tramitapp.com/img/cliente-allen-overy-logo.webp)![Hays logo](https://www.tramitapp.com/img/cliente-hays-logo.webp)![EVO Banco logo](https://www.tramitapp.com/img/cliente-evo-banco-logo.webp)![Clínica Baviera logo](https://www.tramitapp.com/img/cliente-clinica-baviera-logo.webp)![Cáritas logo](https://www.tramitapp.com/img/cliente-caritas-logo.webp)![Nautalia logo](https://www.tramitapp.com/img/cliente-nautalia-logo.webp)![Wamos Air logo](https://www.tramitapp.com/img/cliente-wamos-air-logo.webp)![Assista logo](https://www.tramitapp.com/img/cliente-assista-logo.webp) ## How does your document management system centralise your files and control access? *The company profile brings together its policies, calendars and regulatory documents, and each employee's documents are organised in their own file* ### Online document management, centralised and always available All your company's compliance documents are stored and organised on a cloud document platform, ready to consult at any time. A **single company profile** brings together the key documents, such as company policies, calendars and regulatory documents, while each employee's documents are organised in their own file. It is part of the [HR software](https://www.tramitapp.com/hr-software/) from TramitApp, alongside [advanced electronic signature](https://www.tramitapp.com/electronic-signature/) and [certified email](https://www.tramitapp.com/certified-email/): anything signed or delivered with proof of receipt is saved in the employee's file. ![An employee views and downloads their own documents on their mobile: payslip, contract and health and safety training; they only see what HR allows](https://www.tramitapp.com/img/gestor-documental-empleado-descarga-documento-movil.webp?v=c1) ### Employee document management with controlled access to every file Each employee has secure access to their own employment documents, such as contracts, payslips and supporting documents, from anywhere. You decide who sees what: the **visibility of each folder** (company documents, personal documents, payslips, health and safety, and training) is set separately. ## What security and GDPR compliance does it offer in the cloud? *Document management security: encryption at rest, ISO 27001-certified company and each employee's GDPR acceptance with its evidence* ### Data encrypted and stored securely in the cloud Every document is **encrypted before it is stored**, on certified servers, with ISO 27001 certification. All your important documents are available 24/7 from any device, including your mobile, and organised so you can find them fast. ### Record GDPR acceptance with evidence and limit who sees each document Each employee accepts the GDPR policy and the evidence is kept: date, time, device and IP, with a **downloadable report**. And with permission controls, you choose which profile can view which information. Are your staff documents still scattered across shared folders and paper? Book a demo and we'll show you how to centralise them [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/) ## Sign documents online with full legal validity *HR sends documents for signature and employees sign them from their computer or mobile; every signed document carries a timestamp* ### Sign from anywhere Save the trip to the office to sign paper documents. You can [sign any document](https://www.tramitapp.com/electronic-signature/) from your computer or mobile. ### Say goodbye to paper Join the move to digital and save money and time. Support a more sustainable system with the same legal guarantees. ### Fully legally valid We comply with the EU eIDAS Regulation, ensuring maximum security and reliability in the way your documents are managed. ## A company certified to ISO 27001 *TramitApp security card: ISO 27001-certified company, information stored in the cloud and access based on each person's permissions* TramitApp is an ISO 27001-certified company. This standard ensures the confidentiality and integrity of all information and of the systems that process it. ## Frequently asked questions about document management software ### Which HR documents can a business document management system centralise? HR document management software centralises all of a company's employment documents in a single digital repository, with role-based access. Its job is to replace paper archives and shared folders with a digital personnel file for each employee, organised and encrypted. The documents usually stored are: - Contracts and addenda signed electronically under the eIDAS Regulation. - Payslips and pay records, with the monthly history available from the employee self-service portal. - Sick notes, medical leave certificates and justified absences. - Health and safety documents under Spanish Law 31/1995 on occupational risk prevention: PPE handover, risk assessments and health and safety training. - Employee certificates, qualifications and training records. - Internal communications delivered with a timestamp and proof of receipt. TramitApp organises these documents by employee and type, applies role-based permissions and stores them encrypted at rest, on certified servers, with ISO 27001 certification. ### How do you control who can access each document in document management software? Access control is the basic requirement for any document management system that handles employee data: the GDPR requires access to be limited to the information each profile strictly needs. In practice, this is done by assigning permissions by role (HR, team manager, employee) and by document type, so each person only sees the files that concern them. TramitApp applies this control natively: employees only access their own employee self-service portal (payslips, contracts, holidays and communications received), managers see the documents of the team they manage and the HR administrator has full visibility. On top of that, the visibility of each folder (company documents, personal documents, payslips, health and safety, and training) is set separately. The platform is certified to **ISO 27001** and documents are stored encrypted at rest. ### Is it safe to manage documents in the cloud rather than on your own server? Yes, as long as the provider protects your data as well as, or better than, your own server. With TramitApp you don't have to maintain or secure a server: every document is encrypted before it is stored, the servers are certified and TramitApp holds **ISO 27001**certification, which ensures the confidentiality and integrity of information and of the systems that process it. You also decide who sees each folder, and your employees view their documents from anywhere without relying on shared folders. ### How long must an employee's employment documents be kept under Spanish law? Under Spanish law, how long you keep employment documents is set by several regulations and depends on the type of document. The daily working time record must be kept for **at least 4 years** under Spanish Royal Decree-Law 8/2019, available to employees, legal representatives and the Spanish labour inspectorate. Under Spanish law, contracts, payslips, social security contribution forms and sick notes are **also kept for 4 years** in line with Spanish Social Security rules and the Spanish Law on Social Order Infringements and Sanctions. Health and safety documents (Spanish Law 31/1995) must be kept **for as long as the employment lasts and for several years afterwards**; equality plans (Spanish Royal Decree 901/2020) and pay records (Spanish Royal Decree 902/2020) follow an equivalent approach, so compliance can be proven in a Spanish pay audit. TramitApp keeps all these documents on certified servers, encrypted at rest, and lets you download them individually or in bulk to submit them to the competent Spanish authority when required. ## What our customers say ![NexoTech logo](https://www.tramitapp.com/img/logo_nexotech.png) TramitApp is the tool every HR department should have. It's reliable, easy and intuitive. You have all your information digitised in a single application, with traceability of who did what, when, and how it was communicated, which is essential for a 21st-century company. **Nieves Cantón**Director, NexoTech ![Restalia logo](https://www.tramitapp.com/img/testimonio-restalia-logo.webp) TramitApp's tools are a must for our day-to-day management, and the people behind them working for the customer are what really sets them apart. **Belén Llana**Corporate HR Specialist, Restalia ![Dolores Promesas logo](https://www.tramitapp.com/img/Logo-Dolores-Promesas.png) TramitApp helped us enormously with integrating all our data, which was the most complex part for us. They've always been there when we needed help, answering our questions and teaching us how to use the application. **África de Cárdenas**Dolores Promesas Book a demo and make your business processes more efficient with our document management software [Book a demo](https://www.tramitapp.com/get-a-free-tramitapp-demo/)