Human Resources
Employee documents, filed
under the person they belong to
The Drive AI reads each document for the employee and the document type and files it there, so a personnel file is one folder rather than a search across an inbox, a drive and an ATS.
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In short
How should an HR team organize employee documents?
One folder per employee, then by document type, with anything legally required to be held separately kept separately — and that last part is the one most filing systems get wrong. The Drive AI reads each document for the person it names and the kind of document it is, and files it accordingly, so a signed offer letter and a returned tax form both reach the right personnel file without anyone renaming them.
What a shared drive cannot do
- File a signed form under the right employee on its own, from the name printed on it rather than the name it was saved with.
- Keep document types that must be held apart from the main personnel file from being dropped into it by accident.
- Show which new starters are still missing paperwork, in the week it can still be chased.
It does this where the documents already live: a browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, and workflows can watch SharePoint, Gmail, Outlook, Slack or Teams. It runs alongside an HRIS or ATS rather than replacing them — those hold the employee record and the hiring pipeline, and this holds the documents behind them.
The Problem
What's costing you time
Employee files everywhere
Documents scattered across email, applicant tracking systems, desktop, and filing cabinets.
Finding that one resume
Spending hours searching for a specific candidate from 6 months ago.
Onboarding paperwork half-returned
Six forms sent, four returned, and nobody can say which two are outstanding.
Certifications expiring unseen
Licences and training certificates renewing on their own schedules, tracked in a spreadsheet.
How it works
Set up in minutes
Connect where documents already land
The Google Drive, OneDrive, SharePoint or Dropbox the team already uses, plus the inbox that receives signed forms and certificates.
Describe the filing once
Employee, then document type, with the categories that must be held separately named as such. Said in plain English.
Documents file themselves
Each arrival is read for the person and the document type, then filed and named. Scanned and photographed forms are read with OCR.
See what is outstanding
"Which new starters have not returned their paperwork?" — answered from what has and has not arrived.
Features
Built for how you work
Filed by Employee
Documents sort under the person named on them, so a personnel file is one folder rather than a search across three systems.
Separate What Must Stay Separate
Rules can route document types that belong outside the main personnel file to their own restricted location, rather than relying on whoever is filing to remember.
Collect Onboarding Paperwork
Send a new starter one link for everything they need to return. What comes back files under them, and what has not is visible.
Certification Expiry Read From the Document
Training certificates and licences are named by the date they expire, so a scheduled check reports what is lapsing.
Rules for Every New File
Set the filing rules once, and every new document — from Gmail or Outlook, Slack or Teams, Google Drive, OneDrive, SharePoint or Dropbox — is organized by them without anyone touching it.
Works Where Your Files Already Are
A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so a team organizes and searches in place without migrating off its current storage.
Search Across Applications
"Find all software engineers with Python experience" — answered from the contents of résumés rather than their filenames.
E-Signatures for Offers and Policies
Send offer letters, contracts and policy acknowledgements for signing. Signed copies file themselves under the employee.
Email Attachment Capture
Signed forms and certificates returning by email are captured and filed under the right person automatically.
Results
What each role gets
Recruiters search across every application by what is in the résumé rather than by who remembered to tag it.
HR Managers open a complete personnel file without assembling it from an inbox, a drive and an HRIS first.
HR Directors see which files are incomplete across the whole organisation rather than discovering it during an audit.
Talent Acquisition find the candidate from six months ago who was not right then and is right now.
Payroll and Benefits confirm which tax and benefit forms have actually been returned, per person, without opening each folder.
Onboarding Teams send one link for all new-starter paperwork and watch it fill in, instead of chasing six forms separately.
Use Cases
Just ask
"Find all software engineers with Python experience"
"Which new starters have outstanding paperwork?"
"Which candidates applied for the marketing role in Q3?"
"Find all performance reviews from last cycle"
"Show me onboarding documents for employees hired in January"
"Which employees have certifications expiring soon?"
"Find resumes from candidates with MBA degrees"
"Show all exit documentation from 2024"
Comparison
Why switch
Auto-organize by employee
Résumé content search
Separate restricted document types
Outstanding paperwork visibility
Certification expiry tracking
Works in your existing storage
Role-based access
Bank-level encryption
Use cases
The jobs this actually does
Organize Employee Files, Including What Has to Stay Separate
Somebody asks for an employee's file. What comes back is a folder holding their offer letter, their reviews, a doctor's note and a copy of their passport — three of which several jurisdictions say should not have been in there.
Collect Onboarding Paperwork Without Chasing Six Forms Separately
Six forms go out to a new starter on Monday. Four come back over the following fortnight, in three separate email threads, and on their first day nobody can say which two are missing.
Track Employee Certifications and Training Expiry Dates
Forty employees, eleven kinds of certificate, all renewing on their own schedules. The tracking spreadsheet was accurate the day it was made, which was fourteen months ago.
FAQ
Questions answered
How should employee documents be organized?
One folder per employee, then by document type, with each file named date-first in ISO form so the folder reads as the employment in order. The important refinement is that several categories of document are required to be kept outside the main personnel file, and those need their own restricted location rather than a subfolder inside it.
Which employee documents have to be kept separately?
Which categories must be segregated, and how strictly, depends on your jurisdiction and the kind of document — medical, immigration verification and investigation records are commonly treated this way. Confirm the specifics with your own counsel; what The Drive AI provides is rules that route those document types to a separate restricted location automatically rather than depending on whoever is filing to remember.
Does an HR team have to move its files?
No. A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so documents are organized, renamed and searched where they already sit. Workflows can also watch SharePoint, Gmail, Outlook, Slack and Teams. Nothing is migrated and existing links keep working.
Can it tell me which new starters have outstanding paperwork?
Yes, against the list of what onboarding requires. The list comes from you, since it varies by role and location. What the system does is track what has actually come back per person, which is otherwise held in somebody's head during the busiest week of a hire.
Does this replace an HRIS or ATS?
No. Workday, BambooHR and applicant tracking systems hold the employee record, the pipeline and the workflow. The Drive AI holds the documents behind them and makes them searchable — including the scanned and emailed ones that never get uploaded into either system.
Can employees see their own documents?
You can share specific documents or folders with an individual through a secure link with expiry and permissions, so somebody can be given their own paperwork without access to anything else. It is document sharing rather than a full self-service employee portal.
Hire Top Talent. Spend Less Time Searching.
Every document under the person it names, the day it arrives.
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