10 Best HR Document Management Software for Long-Term Record Retention & Archival

While managing HR documents can sometimes feel like an endless game of hide and seek. You feel those moments when you desperately need an HR document or a tax form, but it’s buried somewhere in an ocean of files? Or when compliance audit deadlines loom, and you’re left wondering if your current system can be updated with ever-changing regulations?

Choosing the right human resources document management software isn’t just about technology; it’s about finding a solution that understands your day-to-day struggles and helps with retention stress. You want software that doesn’t just store files but makes your process easier, automates regulation, and keeps sensitive information safe.

So, how do you find that balance? How do you pick a solution that grows with your organization, keeps your audit-ready, and feels instinctive to use?

In this blog, we’ll walk you through the 10 best HR document management software options customized for long-term record retention and archival. Let’s dive deep.

Why Long-Term Retention and Archival are Important in HR Document Management?

HR document management is not merely about keeping employee records, but it does encompass keeping a large store of significant records like payroll records, tax returns, benefit records, compliance reports, and performance appraisals. All these documents contain sensitive financial and legal information that must be retained for a specified period.

They need to be archived and stored long-term. They help organizations comply with regulations and protect confidential data. With payrolls, tax, and benefits records safe and easily accessible for compliance, employee inquiries can be resolved speedily and effectively.

Without a reliable system, there’s a real risk of losing important documents or falling out of compliance, incurring expensive fines, and serious disruptions. That’s why modern HR document management software is built to automate retention schedules, apply strong security controls, and ensure compliance with data protection legislation. By doing so, they not only safeguard sensitive information but also streamline workflow processes.

In the end, effective long-term archival turns HR documents from potential obligations into valuable assets supporting both operational efficiency and peace of mind when it comes to regulatory compliance.

Top 10 HR Document Management Software

Financial Industries looking to optimize compliance, bolster data security, and streamline document retention can consider these 10 best human resources document management platforms:

1. Archon Data Store (ADS)

Archon Data Store (ADS) is next-generation data management software designed as a single archive and analytics repository. Designed for scalability, it handles all data types – structured, semi-structured, and unstructured data at a petabyte capability. It doesn’t just come with ETL, but a full suite to help you with data governance.

Key Features

• Automatically classify and categorize HR document data, adding contextual metadata for important retrieval and compliance monitoring.
• Centralized, robust metadata ensures every data asset is indexed, traceable, and easily retrievable, even years after archival.
• Every action on HR documents is logged, supporting legal defensibility and compliance audits.
• AI-powered search understands context and intent, making it easy for HR teams to find the right documents quickly, even in large archives.
• Built-in support for global and local HR compliance frameworks, with granular retention, legal hold, and eDiscovery features tailored for employee records management
• Enables rapid, secure migration of legacy HR records (digital and paper) into a unified, searchable archive, supporting decommissioning of old HR systems.
• Built-in support for global standards (GDPR, HIPAA, SOX, PCI-DSS, SEC 17a-4, FOIA, NARA, RTI, eIDAS, and more), with granular retention, legal hold, and eDiscovery capabilities.
• Unified platform for both archiving and analytics, supporting data science, reporting, and business insights without data silos.
• Protects employee data at rest and in transit, with options for anonymizing personal identifiers as needed.

Best Use Case

• Enterprises with Complex HR Compliance Needs: Archon Suite is ideal for organizations in regulated industries (such as healthcare, finance, or government) that must securely retain, audit, and manage employee records in compliance with evolving labor and privacy laws
• Organizations Migrating Legacy HR Data: Perfect for companies decommissioning old HR or payroll systems, needing to ingest, unify, and govern both digital and paper-based HR records in a compliant, searchable archive
• Large, Distributed HR Teams: Supports secure, global access to HR documents, enabling multi-jurisdictional compliance, geo-fencing of employee data, and efficient collaboration across locations

2. DocuWare

Docuware is a scalable cloud document management and workflow automation product that consolidates business information for ready to use and secure storage. It automates manual processes, integrates with existing business systems, and ensures compliance with global regulations, making it ideal for organizations that must automate document-intensive processes and enhance productivity.

Key Features:

• Document-centric processes with rule-based automation for approvals, onboarding, and compliance.
• Stores all business documents in a single, searchable location, and reduces data silos.
• Helps organizations meet HIPAA, GDPR, and other mandates with automated retention, encryption, and audit logs.
• Reduces paper storage and manual admin, lowering operational costs.
• Fast, reliable search and automated workflow.

Best Use Case

• Enterprises and SMBs: Organizations seeking to digitize, automate, and secure document workflows across HR and finance management.
• Teams Needing Audit Readiness: Companies where compliance, audit trials, and rapid information retrieval are critical.

3. M-Files

M-Flies is a metadata-based document management system that structures and automates business information by context, rather than location. It uses AI-powered classification, automate retention, and brings together existing enterprise systems to offer a single solution for information governance and compliance.

Key Features

• Classifies documents by content and context, not folder location, enabling intuitive search and retrieval.
• Uses artificial intelligence to automatically tag and organize documents.
• Supports secure access and editing from any device.

Best Use Case

• Organizations with Complex Document Structures: Especially those needing precise control over document lifecycles and compliance.
• Enterprises Seeking Automation: Where intelligent search and metadata-driven workflows save significant time.

4. OpenText ECM

OpenText ECM is an enterprise content management system built for large organizations with the requirement for robust archiving, deep integration, and elastic retention. OpenText ECM unifies advanced, high-volume information environments and supports industry-specific workflow automation and compliance.

Key Features

• Securely manages documents, ensuring compliance and boosting productivity across teams.
• It integrates deeply with ERP and CRM systems for smooth workflow automation.
• Business Workspaces centralize content, tasks, and discussions to improve team collaboration.
• Automated workflows enforce retention policies and support regulatory compliance.

Best Use Case

• Large, Regulated Enterprises: Especially in finance, energy, or government with high-volume, high-complexity document environments.

5. SharePoint + Purview

SharePoint with Microsoft Purview integrates document management, retention, and compliance within the Microsoft 365 platform. It’s easy to collaborate, apply policy, and govern at scale for organizations that are already invested in Microsoft Technology.

Key Features

• Seamless experience for organizations using Microsoft tools.
• Centralizes collaboration and compliance for Microsoft-centric organizations.
• Reduces manual effort with policy-driven retention and disposition.
• Integrated with Teams, Outlook, and other Microsoft apps for productivity gain.

Best Use Case

• Organizations on Microsoft 365: Ideal for companies already invested in the Microsoft ecosystem.
• Teams Needing Integrated Governance: Where compliance and collaboration must go together.

6. UKG/PeopleDoc

UKG/ PeopleDoc is a cloud-based HR document management solution that is centered on global compliance, automated retention, and employee self-service. It automates HR processes, protects sensitive documents, and makes access easy for dispersed and multinational workforces.

Key Features

• Allows staff to access their records anytime.
• Supports multi-language, international teams and compliance needs.
• Automation and self-service free up HR resources.

Best Use Case

Multinational Organizations: Those with distributed teams and complex, multi-jurisdictional compliance needs.

7. Iron Mountain

Iron Mountain provides hybrid physical and electronic records management with secure off-site storage, digital archiving, and automated retention. It is relied upon for disaster recovery, chain of custody guarantees, and compliance in industries with both paper and electronic.

Key Features

• Manages both physical and digital HR records in Hybrid Archival.
• Industry-leading facilities for physical document safety.
• Provides full traceability for all records.
• Protects against loss from fire, flood, or cyberattack.

Best Use Case

Enterprises in highly regulated sectors such as finance, healthcare and legal benefit from both Physical & Digital Records

8. Laserfiche

Laserfiche is workflow automation and document management software that digitizes and simplifies business processes by digitizing and organizing documents, and automation processes. It supports advanced search, audit readiness, and retention scheduling and caters to organizations that desire efficiency and regulation compliance.

Key Features

• Automates document lifecycle management for retention scheduling.
• Digitizes paper-based processes for customizable Forms.
• Connect with ERP, HR, and productivity tools.
• Automates repetitive HR and compliance tasks.

Best Use Case

HR Teams prepare for frequent audits significantly from Needing Automation to their document and workflow processes.

9. Box

Box is a cloud-born content management and collaboration platform providing secure storage, granular permissions, and automated retention. It integrates with best of breed business tools and created for teams that need secure sharing, scalability, and compliance.

Key Features

• E-Signature Integration for streamline document approvals.
• Integration Ready Works with hundreds of business apps.
• Collaboration Real-time sharing and editing for distributed teams.

Best Use Case

Teams Prioritizing Collaboration: Those needing secure, easy file sharing.

10. eFileCabinet (Revver)

eFileCabinet, rebranded as Revver, is a cloud-based, easy-to-use document management solution with automated retention, audit trails, and secure access controls. It is specifically designed for SMBs and mid-market organizations that need audit ready for archival and compliance.

Key Features

• Automated Retention applies policies to archive or delete documents.
• Tracks all document access and changes for audit trails.
• Ensures only authorized users can view sensitive records.

Best Use Case

• SMBs & Mid-Market Organizations: Those need cloud-first, compliant document management.

How to Choose the Right Human Resources Document Management System for Your Organization?

The right human resources document management software for a strategic decision that can substantially impact your organization’s growth, compliance, and data security. By identifying your basic needs, do you need strong compliance features for regulatory standards, or are you focused more on workflow automation?

First, evaluate how each system handles sensitive information. Integration capabilities are crucial; new solutions should connect seamlessly with your existing HR document platform to ensure data consistency and trouble-free solutions.

Scalability is another key factor; choose a solution that can grow with your business and adapt to changing requirements. Consider implementing options that suit your IT strategy, whether that’s cloud-based, on-premises, or hybrid. Finally, prioritize systems with intuitive interfaces and reliable customer support to encourage adoption and minimize disruptions.

Why Archon Data Store excels for HR Document Management Solution?

When it comes to Human resource document management, Archon Suite stands out by delivering a single, future-ready solution that goes far beyond traditional platforms.

• ADS ensures 100% compliant with retention schedules, audit trails, and legal holds.
• Archon ETL connectors enable smooth ingestion of legacy HR documents.
• Uses AES-256 encryption and role-based access controls to protect sensitive employee data, with immutable audit trails.
• ADS easily integrates with existing HR and payroll systems
• ADS has advanced search and retrieval capabilities for quick access during audits or inquiries

That’s why Archon Suite is the trusted partner for organizations looking for a solution that’s not only effective but also reliable.

Conclusion: Building a Resilient HR Document Retention Strategy for the Future

Creating a strong HR document retention strategy is no longer optional; it’s a necessity for managing. From safeguarding sensitive HR payroll and tax records to ensuring compliance with evolving regulations, the right methodology protects your organization and keeps operational running smoothly. The key is to employ automated retention, secure storage, and open integration with your existing HR document management.

Modern HR document management software is designed to meet these challenges, helping you build a responsive system that balances compliance, security, and operational efficiency.

Explore how Archon Data Store transforms HR document Management, offering complete takeover retention compliance with a secure, scalable, and audit-ready solution. Talk to our experts today!

Andrew Marsh

A seasoned IT leader with 20+ years of experience across legacy systems and modern enterprise technologies. Specializes in digital transformation, cloud architecture, and enterprise content strategy, with a proven track record of building high-performing teams and long-term customer partnerships.