Every document. Per employee. With legal hold.

Contracts, diplomas, references, payslips — structured per employee, with automatic retention periods and litigation hold at the click of a button. GDPR + FADP compliant.

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Structured per employee & employment
Automatic retention periods + legal hold
Versioning with SHA-256 fingerprint

Modules

What the doc vault does

Multi-employment structure

One person, multiple employments, separate doc vault per employment. Cross-employment view for shared documents (e.g. diplomas).

Automatic retention periods

Configured per document type (payslip 10 yrs, reference draft 2 yrs, …). Automatic pseudonymisation after the period expires.

Legal hold with one click

On litigation: one click → suspend automatic deletion, audit entry, hold duration documented. Release requires management approval.

Versioning & fingerprint

Every file with a SHA-256 content fingerprint. New version = new slice. Diffs and rollback possible.

Attention checks

Engine periodically checks: expiring contracts, missing diplomas, outdated reviews. HR sees a list of items to action.

Search & filter

Full-text search over metadata + content (PDF text). Filter by type, employment, retention, hold status. Scales to 5,000 employees.

FAQ

Frequently asked

Which document types are supported?

PDF, Word, Excel, images (JPG/PNG), emails (.eml). Per type, a retention period and required-status are configurable (e.g. employment contract = required, reference draft = optional).

What happens when an employee leaves?

Active doc-vault contents move to the archive state. Retention periods continue to run (BVG data 10 yrs). After expiry: automatic pseudonymisation or deletion — unless legal hold is active.

How does legal hold work?

Click 'Hold' on an employee or document → automatic deletion is suspended, audit entry with reason. Release requires management approval. A maximum hold duration is configurable.

Can employees see their own documents?

Yes — configurable per document type. Payslips and contracts: yes. Reference drafts or internal reviews: HR only. Self-service portal only shows what is allowed.

What are attention checks?

Engine runs daily and checks: contracts expiring in the next 30 days, missing required documents, employees without a current review. HR sees a prioritised list — bell icon in the header shows the count of open items.

Doc vault instead of file-share chaos.

14 days free. Multi-employment, legal hold, retention periods — all included.

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