Document Management Software

Human Resources Department

As an HR Professional, you know that your department is home to some of the most complex paper processes and policies in business today. A lot of your day is spent processing corporate and personnel documents, and that’s where eFileCabinet’s human resources document management software comes in.

Rubex by eFileCabinet can help you with all things HR document management.

Here’s how we helped the HR department at the City of Clovis.

We Solve Common HR Document Management Problems

Work at the speed of thought, but without human errors
Automate redundant processes
Save space and money
Keep all documents and files in one place
Waste less time
Eliminate lost and misfiled documents
Work from anywhere
Facilitate compliance and ensure security
Improve customer service
Achieve a consistent file structure
Securely share files of any size
Control access and track files
Fast track document turnaround
Protect and expand your business
Maximize your performance

Your job is demanding. Your management responsibilities are many and varied, and the potential for legal liability—especially in HR—is great. Learn how to protect your department from avoidable legal problems (think wrongful termination lawsuits, painful audits, and misplaced paperwork) in our article A Safe, Centralized Place for Employee Records.

Security & Compliance

You have enough to worry about—let eFileCabinet manage security and compliance for you.

Our audit tracking and role-based user permissions help maintain compliance with all major personnel and human resources regulations, including HIPAA, eSign, Department of Labor, IRS, and Homeland Security.

Role-based security and audit trails ensure confidentiality of all HR files and documents.

We have several locations and groups of HR personnel but we house employee files in one location. Now they can all access employee files no matter what location they are working from and we are able to limit the access rights based on their role. 

Vicki C.

HR Operations and System Manager

Human resources can be so much more than filing paperwork . eBook

Document Management Transforms Human Resources Program Departments

Whether your HR department is large or small, Rubex by eFileCabinet delivers a simple, effective document management system to electronically capture, manage and protect business-critical HR data, including:

Workers Compensation Documents
Performance Reviews
Recruiting Information
Payroll Documents
Benefits Elections
Insurance Information
And many more!

Simplify your hiring and onboarding processes

Cost-Effective DMS Alternative to HRIS & HRMS

The average personnel file contains more than 50 different records, each one important, highly confidential, and requires the strictest standards of HR document management.

The volume of files and information you’re responsible to manage can be staggering.

Storing and managing human resources documents in paper format is simply no longer viable for most HR departments.

Operational Efficiencies


Revolutionize productivity in your human resources department with eFileCabinet’s document management software.


See an immediate return on your investment as you improve HR document management system.

Manage and respond to employee and administration needs quickly and easily.

Get back to working with people, not paperwork

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Rubex to the Rescue

In addition to the daily document management tasks of benefits administration, on-boarding, training, and tracking performance, you’re tasked with building a company culture, employee retention, and gathering data (lots of data!) to be analyzed and reported on to management.

There’s a lot of documents to manage, and sometimes HR departments get a ‘bad rap’ with all that they’re expected to do and deliver. Luckily, technology can be a game-changer for HR professionals. A new HR document management system may be your most valuable tool.

Here are just a few HR document management tools that can help make your job in HR significantly easier:


Chances are you work with lots of repeated human resources documents in repeated patterns. These process could probably stand some automation. Automated workflows will save you lots of hands-on time, as documents are automatically routed from creation/collaboration, revising, and versioning, to evaluation and approval.

In a business sense, “workflow” can refer to any controlled and repeatable pattern of processes that a project passes through to reach completion. In document management, “workflow” refers to how documents move through an organization.

With Rubex, you can design workflows that are as simple or complex as your HR department requires. You can also establish multiple workflows, making it easy to map out automated file routing for the different types of HR documents you produce or receive on a regular basis. Think of it as automated document management.

Our document management automation processes will make your job easier.

Zonal OCR

If you work with lots of human resource document forms (and we know you do), Zonal OCR is like hiring a super-speedy, extra-efficient virtual assistant who specializes in data entry. Using basic OCR—optical character recognition—Zonal OCR recognizes and auto-populates data for you. It even automatically files the HR document in Rubex. Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry. It also makes HR document management so much easier.

Work From Anywhere

Rubex is a SaaS system that operates from the cloud. This means you can use Rubex from nearly any device with an internet connection. Access Rubex from a web browser, desktop application (PC/Mac), or mobile application (iOS/Android). Security protocols allow you to work through the web with peace of mind. Encryption means you can connect without compromise and get your work done from the office, from home, or on the road.

Poor HR document management makes the already complicated world of Human Resources much more difficult. Streamline your workload and reduce your costs by using the most secure, robust, and user-friendly HR document management software available. To learn how eFileCabinet can help your human resources agency increase efficiency and compliance with ease, call us at 801-374-5505, chat with us on this page, or fill out the form to request contact from a human resources efficiency expert.

From the purchase to the implementation and training it took less than 3 weeks. We were ready to purchase a different product and in the final hour came across eFileCabinet. It not only fit our needs, it was half the price. The sales rep was great, addressed our needs and concerns and didn’t oversell. Implementation and trainer was excellent and very accommodating.

Cyndi M.

Vice President of HR

Ready To Take The Next Step?

This industry journey only scratches the surface of what Rubex by eFileCabinet can do. Document management software can do incredible things for your business, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money. Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry.

Call: 877-574-5505