Tips for managing documentation for new company employees

14 of April, 2025

With the arrival of new employees, a company must carry out a set of tasks to keep all new documentation in order. The management of the documentation of new employees should be effective and straightforward, to enhance the experience of both the future member as well as the company.

From Sesame HR, we want to help you implement your document manager with this article. Continue reading and take note of some of our tips to carry it out, what are you waiting for?

What is the management of documentation in new employees?

When our company grows and hires new personnel, a certain order must be followed in the paperwork at hand. Each new member of the staff comes with a series of documents to be dealt with, stored, and managed.

Talking about management of documentation of new employees in a company is synonymous with the set of rules, techniques and practices used to manage the records that the entity needs.

In the case of Human Resources, this can refer to strategies and approaches that aid in the organized, systematic, and standardized execution, allowing for better management of the information received and produced throughout the company.

The goal of the document management is to facilitate the retrieval of necessary information. For this, it is necessary to:

• Determine how long you need to keep the documents.
• Get rid of the ones that are no longer useful.
• Ensure a good preservation in the long term.
• Keep the documents up to date.

It is a process that occurs regularly and affects organizations. Part of this procedure includes the management of the documentation of new employees when they join the organization.

How to manage the documentation of new employees

The management of documentation of new employees is essential to ensure smooth integration, as well as compliance with legal requirements or the internal policies of our organization.

You’re probably wondering how to carry out this task correctly and efficiently. Below, we tell you everything about the management of documentation of new employees:

Type of documentation to store and manage

Each member of our staff has a series of papers that can be classified into the following areas:

• Job offer and acceptance: this is the actual job offer made usually in writing.
• Administrative and legal documents: the new member must complete a series of administrative and legal forms, such as the IRS form. Similarly, the company may have specific questionnaires such as confidentiality policies and various agreements.
• Personal documentation: this should be requested from every employee. It can be an ID card, passport, or driver’s license. The idea is to verify the identity of the person. Other necessary documents are the Social Security number, the address, date of birth and bank account number.
• The type of employment contract, with all the details of the job: salary, responsibilities, conditions, etc.
• In case the organization provides certain benefits such as health insurance or pension plan, you must provide the available information to the employee and have them sign up for those they prefer.
• Training and orientation: which is given to the new member of the staff when they join, as well as any necessary training to perform their function.

Things to consider

The management of documentation of new employees should take into account some essential key aspects. These include:

• A secure and confidential storage of all files in order to comply with data protection and privacy regulations.
• Compliance with labor and tax laws, aiming to keep them updated and always complying with the current labor laws.
• Time control and tracking progress of the new member, in the first days as well as in the first weeks. All of this is collected in files that need to be stored.

Having a document management software

Thanks to technological advances, we can now opt for various programs to facilitate the management of documentation of new employees and their storage.

Dedicated softwares like Sesame HR’s allow more secure storage and access to documents whenever necessary. Also, certain programs facilitate the digital signing of documents or their editing, making the process faster.

5 tips for good document management

Good management of documentation for new employees is essential to ensure efficiency, security, and organization in any entity. To carry it out effectively, here are 5 tips your company needs to know. Take note!

• Establish an organization system. Having a well-structured and logical file system makes searching easier, helping to retrieve the necessary documents. Therefore, categorizing the files by date, project or department can speed up the process.
• Digitalize the documents whenever possible. This reduces the need for physical storage space and facilitates remote access to the documents. In this case, it’s useful to have quality scanners and secure systems to prevent data loss.
• Implement access and security controls. To protect the documents, you can establish levels of access to the documents according to the roles and responsibilities of each member. You can use strong passwords and encryption to protect sensitive files.
• Establish retention and deletion policies. For this, clearly define how long documents should be kept before being deleted or archived, always complying with legal and tax requirements.
• Promote the use of online collaboration and management tools to facilitate teamwork and real-time editing. HR’s new employee documentation management programs often have this functionality, allowing for version tracking, with a change history.

The management of documentation of new employees contributes to data security and compliance with current regulations. Now that you know how to carry it out, all that’s left is to get started! You can find more information about our HR software on our blog.

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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