Document Vault
Secure, organised, always compliant
Centralised document management for your entire workforce. Store contracts, certifications, right-to-work documents, and company policies with automatic expiry alerts and compliance tracking.
Key Capabilities
- Secure cloud storage with AES-256 encryption
- Configurable document categories and types
- Automatic expiry date tracking and alerts
- Employee-level and company-wide document management
- Compliance dashboard with renewal status
- Version control with document history
- Bulk upload and download capabilities
- GDPR-compliant data retention policies
Everything You Need
A deep dive into what makes PayTrack's document vault module best-in-class
Secure Storage
All documents encrypted at rest and in transit using AES-256 encryption. Role-based access ensures only authorised personnel can view sensitive documents.
Category System
Organise documents by type — contracts, certifications, ID documents, qualifications, policies. Create custom categories specific to your industry.
Expiry Alerts
Set expiry dates on any document. Receive automated email alerts 90, 60, and 30 days before expiry. Never let a critical document lapse again.
Compliance Dashboard
At-a-glance view of document compliance across your organisation. See which employees have expired or missing documents.
Version Control
Upload new versions of documents while preserving the full history. Compare versions and see who uploaded what, and when.
Employee Documents
Each employee has their own document folder. Contracts, payslips, review notes, and certifications all linked to their profile.
Company Policies
Publish company-wide policies and procedures. Track acknowledgements to ensure every employee has read and accepted current policies.
Bulk Operations
Upload multiple documents at once. Assign to employees, set categories and expiry dates in bulk for efficient document management.
GDPR Compliance
Automatic data retention rules. Documents deleted or anonymised after the configured retention period. Complete audit trail for data protection compliance.
Built For Real Workflows
See how UK businesses use document vault in PayTrack every day
Right-to-Work Review
Compliance dashboard shows 3 visas expiring next month. HR generates the report, contacts affected employees, and uploads renewed documents when received.
New Policy Rollout
Upload the updated health & safety policy, publish to all employees, track acknowledgements. Within a week, 95% of staff have confirmed receipt.
Audit Preparation
External auditor requests employment contracts and DBS checks. Filter by document type, select all, download as a ZIP — ready in 30 seconds.