Use Cases
HR: Employee File Management & Onboarding
Build, maintain, and audit complete employee files — from offer letter to exit interview — with zero physical paper.
HR: Employee File Management & Onboarding
The employee file is the longest-lived document in any organisation. It starts before the first day and is retained for years after the last. Papyrus is built so the file creates itself as the employee's journey unfolds.
What a complete employee file contains
A Papyrus employee file (typically a folder named after the employee, scoped to the HR department) contains:
- Hiring — CV, references, interview scorecards, offer letter, signed contract
- Identity & compliance — ID, KRA PIN, NSSF, NHIF, work permit if applicable
- Payroll — bank details, tax codes, salary review history
- Performance — appraisal forms, 1:1 notes (if shared), goals
- Development — training certificates, attended courses, certifications
- Disciplinary — warnings, PIPs, exit interviews
- Off-boarding — resignation letter, clearance form, exit checklist
Every document is classified, retention-tagged, and permission-locked to HR + the employee themselves.
The workflows HR runs in Papyrus
- Offer-to-onboarding — from offer accepted to first day complete, including digital signing
- Probation review — 30/60/90-day automated check-ins with the line manager
- Annual appraisal — review form workflow with goals set for the next cycle
- Promotion / role change — multi-step approval ending in updated contract issuance
- Disciplinary — formal warning workflow with mandatory documentation and acknowledgement
- Off-boarding — exit clearance workflow with IT, Finance, Admin, and HR sign-offs
The compliance angle
Kenyan employment law and the Data Protection Act make HR data particularly sensitive. Papyrus gives HR teams the controls they need:
- Employee data is classified
Confidentialby default — no external sharing - Each employee has DPA-compliant consent records on file
- Access by non-HR users is logged and visible to the HR Manager
- Retention runs to 7 years post-termination per Kenyan best practice
- DSARs (Data Subject Access Requests) can be fulfilled in hours, not weeks
What HR teams stop doing
- Maintaining physical files in lockable cabinets
- Photocopying IDs
- Chasing managers for completed appraisal forms (the workflow chases them)
- Spending hours on each DSAR
- Worrying about which version of the contract is the signed one