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Paperless HR and digital workforce management

Automate and centralise HR document management. Accelerate hiring, employee changes and offboarding, and gain a modern, efficient, and transparent paperless HR environment.

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Why digitalise HR and personnel management

Traditional HR is often burdened with paperwork, complex approvals, and time-consuming document retrieval. The larger the company, the more time administrative tasks consume—taking employees away from their real work.

Paperless HR brings speed, clarity, and security into daily HR processes. It enables all documents to be centralised in a digital personnel file, automates workflows from onboarding to offboarding, and accelerates the entire employee lifecycle. The result is a modern HR environment that saves time and costs, allowing HR teams to focus on people development instead of paperwork.

What does paperless HR solve?

Digitalising HR documents and processes covers the entire employee lifecycle—from recruitment to exit.
Paperless HR simplifies work with personnel files, speeds up approvals, and delivers a unified, transparent approach to HR workflows across the organisation.

Digital employee personnel file

All contracts, amendments, payroll documents, and training records stored in one place.
Clear and secure access for HR and employees, with defined permissions and retention policies.

Paperless recruitment and onboarding

Automatically generate employment contracts and offers, use electronic signatures, and collect documents online.
Shorten onboarding time and simplify the process for new colleagues.

Changes in employment relationships

Fast and transparent processing of salary adjustments, role changes, and working time modifications.
Digitalised processes minimise errors and ensure consistency across the organisation.

Life events and employee benefits

Easy handling of benefit requests, relocations, or parental leave.
Standardised workflows speed up approvals and deliver a better user experience for employees.

Offboarding and termination of employment

Ensure complete electronic documentation when an employee leaves.
Automatic checklists for equipment return and access termination reduce risks and save HR teams valuable time.

HR self-service and shared services

Provide employees with online access to templates, forms, and essential HR documents.
This supports a self-service approach and reduces routine administrative workload for HR teams.

Do these scenarios sound familiar? Let’s find the right solution for your company together.

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How paperless HR works

Digital HR connects all document-related steps into one seamless process. Documents can be created directly from forms or captured from emails, mobile devices, or scanned files. They are then automatically classified, enriched with metadata, and routed into an approval workflow. Employment contracts, salary changes, or requests can be electronically approved and signed, significantly accelerating the process. Finalised documents are securely stored in a digital archive with defined retention and controlled access, making them easy to retrieve at any time while preserving authenticity and validity.




Electronic signatures, compliance, and a trusted repository for HR documents

In HR, it is essential that all contracts, agreements, and related documents are legally valid, securely stored, and easily retrievable.
Modern paperless HR enables employment contracts, salary adjustments, and amendments to be signed electronically using both local and European signature providers. Every document includes a clear record of approvals and modifications, ensuring full auditability and easy compliance reporting during internal or external audits. All HR documents are stored in a trusted digital archive with controlled access and defined retention policies. This guarantees long-term preservation, protection of sensitive personal data, and overall security of the HR agenda.

Technologies

HR digitalisation can be implemented using different platforms, depending on your IT ecosystem.
We work with solutions built on Microsoft 365, SAP, as well as an independent global low-code platform. Each has its own advantages, and the right choice depends on the systems you already use and the specific requirements of your HR processes.

Newgen OpenText TreeINFO

NewgenONE platform for HR processes

A universal low-code platform that combines document management, workflow, and process automation. Suitable for organisations that want to digitalise the entire HR lifecycle—from recruitment to offboarding—while retaining the flexibility to adapt the solution for processes beyond HR.

OpenText Content Management for SAP SuccessFactors

A solution designed specifically for the SAP SuccessFactors environment. It enables employee documents to be managed directly within SuccessFactors, including contract generation, document retention, and access rights management. Ideal for companies already using SAP for their HR processes.

TreeINFO for HR processes

An extension of Microsoft 365 developed by Aricoma. It enables rapid deployment of electronic personnel files and HR workflows directly in SharePoint and Teams. A key advantage is easy integration into the existing M365 infrastructure and organisation-based licensing rather than per-user licensing.

How can we support your HR digitalisation?

Every organisation has different needs, IT environments, and expectations of HR digitalisation. At Aricoma, we have experience from dozens of projects for large and international companies, and we help you choose the solution that best fits your environment. We design optimal processes, recommend the right technology, and ensure full implementation, including integrations and ongoing support.

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Frequently asked questions about digital HR

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