Centralise your documents with Document Management Software for Businesses

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.

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.

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 27001certification, 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.

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.