For HR outsourcing firms, you’re going to have a much larger volume of documents than the average HR department. So much so that organization and separation of your client’s files can be a challenge depending on how big you are. But whether you’re a single HR consultant or a large PEO firm, a system to manage your records is essential to staying organized and efficient, not to mention keeping your clients happy.
A document management system can provide the organization and uniformity required for working with multiple clients that all have different needs. It also provides the infrastructure and administrative controls to support multiple users with different levels of access to safeguard your clients’ confidential documents, but give the right amount of access to employees.

Rubex by eFileCabinet provides all of these features and controls, making it a perfect addition to any HR firm’s tech stack.

Advanced Organization

Being able to file and retrieve documents at any given time in the shortest amount of time possible would be an invaluable asset to just about any business, but especially to HR companies that deal with massive volumes of documents. The filing and upkeep of records alone likely warrant the cost of hours of labor. Rubex was built with the goal of assisting businesses to focus their resources on worthwhile projects that help them grow rather than tending to the mundane tasks of maintaining records and paperwork. The better a company is organized the more efficient it will be, but only if the process of becoming organized doesn’t stifle actual growth.

Rubex has the ability to make files file themselves, as well as make file retrieval simple and so effective that you never lose a document again. With Zonal OCR, you can set up templates for your standardized forms, so the system can actually recognize the text on digitized documents. Furthermore, you can program the system to automatically route certain documents to the right locations, based on what kind of form it is and the information contained on it.

One of the purposes of using an advanced document management system is so that you don’t have to do certain tasks more than once. Folder templates are provided so you can create uniform folder structures that can be applied over and over with the click of a button. Libraries of different templates can be used for different clients that have different needs and services, allowing you to create templates for payroll services, benefits services, etc. and apply them to clients who hire you for those services. 

Finally, the full-text search function utilizes OCR technology to help you locate any file within the system by searching the text within a document rather than just the file name. In most cases, you should be able to locate an employee’s file by simply searching the employee name, company, date, etc. You can also search in specific containers such as client drawer or employee folder to help you narrow down your search.


We understand there needs to be limitations and controls set in place when housing multiple clients’ HR-related documents on one, central platform. Not every employee in the firm needs or should have access to all client data, but still needs some level of access to the system. Rubex has several measures that allow everyone within your firm and your clients to do their jobs without compromising the confidentiality clients entrust you with.

Group-based permissions allow you to categorize your users and place them in a group with certain levels of permissions. For example, your payroll experts can be granted full access to client payroll folders, but nothing else. Perhaps you want to give one of your HR representatives full access to that specific client’s drawer, but not any other client. Users that don’t have permission to read folders and files won’t even see them within the system.

Rubex allows you to give temporary and limited access to clients and other outside parties with unlimited guest licenses. You’ll be able to fully dictate what guest users can do and see within the system. Furthermore, secure sharing allows you to send and receive documents with guest users over the interface without having to use email or third-party file-sharing services. You can send file requests to clients, which sends them a link to the interface where they can directly upload the requested files to the location you want. 

Paperwork in HR is inevitable, but it doesn’t have to be the whole job. Instead of spending your labor resources on upkeeping the constant flow of paperwork, you can direct them to more productive tasks. You’ll be able to take on more clients and deliver better service. To find out more about Rubex, fill out the form below to receive a free, personalized demo.

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