Manage employee documents

What this achieves

The documents tab holds the files that belong to one person — contracts, certificates, identification, correspondence. Keeping them on the record means they are found where the person is, rather than in a shared folder somebody has to search.

Required role: Administrator.

Steps

Open the employee and go to their Documents tab.
Select Upload Document.
Enter the Document Name and choose a Category.
Under Source, choose Upload file or External URL.
Attach the File, or paste the File URL.
Add a Description and an expiry date if the document has one.
Save.

Upload or link

Option	Description
Upload file	The file is stored in Humavera. Accepts PDF, Word, JPG, or PNG up to 50 MB.
External URL	A link to a file hosted elsewhere. Humavera stores the link, not the file.

A linked file is only as available as the system hosting it. If that link breaks or access is revoked, the document is gone from the employee record even though the row remains.

Example: HC Corp UK Ltd uploads employment contracts directly so they survive independently, and links to bulky training material held elsewhere.

Expiry

Documents can carry an expiry date, shown in the list. That is what makes a right-to-work check or a professional certificate visible before it lapses rather than after.

Set an expiry on anything that genuinely expires, and review the column rather than waiting to be told.

Confidential documents

Documents can be marked confidential, and the list shows that marking clearly.

Use it deliberately. Marking everything confidential trains people to ignore the label; marking nothing means genuinely sensitive files sit alongside routine ones with no distinction.

Example: an HC Corp UK Ltd employee’s disciplinary correspondence is marked confidential; their signed handbook acknowledgement does not need to be.

Deleting a document

Documents can be deleted from the record. Where a document is evidence of something — a signed contract, an acknowledgement — deleting it removes the evidence, not merely the file.

Before deleting, be sure the document is genuinely superseded rather than merely old.

A note on responsibility

Documents attached to a person are personal data, and some are sensitive. What you attach, who can reach it, and how long you keep it are decisions for your organization with data-protection consequences. This page describes the controls; take the policy to your own adviser.

What happens next

Documents stay with the record, including after the person leaves — an offboarded employee is retained rather than deleted, so their contract and certificates remain answerable. Certificates issued by completing learning are held separately under the certifications the learner holds.