HR ECM | Manage Your Employee Records With Ease
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An ECM that ensures a complete, compliant, centralised, and unified HR file!
Centralize your sensitive HR documents. Stay in control.
Your HR Documents Deserve Better Than a Shared Drive
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Complete and Structured Files
Efalia connects with all your tools in order to help you retrieve all collaborator documents, where they are located.
→ Recovery
Add documents in a variety of ways: email, file, scanner, business software...
→ Classification plan
Use a standardized structure with templates to organize your documents effectively.
→ Dynamic naming
Your metadata evolves in real time, ensuring consistency and reliability to your documentary database.
A Single Source of Truth, Traced and Up to Date
Efalia Doc connects with all your tools in order to help you retrieve all collaborative documents, where they are located.
→ Integration
Connect and synchronize your EDM to your HR ecosystem (HRIS, Portal, Drive...)
→ Versioning
Collaborate on documents, in your HR department or outside in a perfectly secure way. Track and control all changes with full version traceability.
→ Traceability
Manage access with surgical granularity: by document, by file, by profile or by geographic area. Our rights system adapts to your organization, however complex it may be.
Find all your HR documents in a few clicks
Whether in your business tools or directly in the Efalia HR EDM, find all your documents quickly.
→ Quick search
An instant search bar with filters and smart displays to sort results by relevance.
→ Advanced search
A multi-criteria search section to isolate sets of documents or find exactly THE document you need.
→ Favorites & history
Save time on a daily basis with the management of favorites in your folders, as well as features for saving searches that are important to you, as well as the last items/folders viewed.
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Benefits of Efalia ECM software for human resources
➡️ Protection of your employees' personal and sensitive data
Efalia ECM osts your most sensitive HR data in French sovereignty: disciplinary files, medical data, payroll information, confidential documents. SecNumCloud and HDS certified data centers, native GDPR compliance, strict partitioning of personal data.
- Enhanced protection and security for medical and disciplinary data
- Access logging to meet CNIL requirements
➡️ The right document, to the right person
Employees see their own documents. Managers access their team's documents. The HR Manager has a global view. Each scope is watertight, traceable, and configurable without IT intervention.
- Rights configurable by profile, department, agency, or geographical area
- Full consultation history to meet social audit requirements
➡️ Automatic compliance with legal retention periods
Employment contracts, pay slips, personnel registers, URSSAF declarations: each HR document is subject to its own legal obligations. Efalia Doc automates deadlines and triggers alerts, without manual oversight.
- Configuration of electronic archiving rules by document type
- Alerts before legal deadlines expire - extended storage with logging in the Efalia Safe digital vault
➡️ From recruitment to departure: seamless document flow
Upon hiring, the employee file is automatically created from your HRIS. Upon departure, it is archived, access rights are revoked, and the file is closed. No manual steps, no lost documents.
➡️ Native integration with your HRIS and HR ecosystem
Efalia ECM complements your HRIS without replacing it. Sopra HR, Silae, Cegid, Sage HR, Office 365: your HR EDM integrates seamlessly via open APIs and bidirectional synchronization.
➡️ Employee document self-service — and paper savings
Pay slips, contracts, certificates: each employee accesses their documents 24/7 from their secure personal space. No printing, no unnecessary mail, measurable reduction in storage costs and incoming requests to the HR department.
Your Electronic Document Management Solution for HR Professionals
HRD - Human Resources Director
Drive your HR document policy from a single source of truth and confidently navigate audits, compliance checks, and legal obligations with complete traceability for every employee file. Access real-time document reports essential for your strategic decision-making.
HRM - HR Manager
Automate the creation and classification of employee files from the moment a new employee is onboarded, automatically manage leave forms and absence justifications, and instantly find any HR document using a multi-criteria search. Refocus your energy on high-value tasks.
Recruiter / Talent Acquisition
Centralize resumes, interview reports, and hiring decisions in a structured, secure, and GDPR-compliant candidate file from the sourcing phase. Streamline every step of the recruitment process, from application to electronic signature of the employment contract, without ever losing a document.
Payroll Manager
Archive payslips, DSN, final settlement documents, and social declarations in a certified space, with automated distribution to the relevant employees. Reduce processing times and ensure compliance with your legal obligations without duplicate entry.
Manager - Team Lead
Quickly access the contracts, amendments, and HR documents for your direct reports, with access rights strictly defined by the HR department. Make informed decisions by relying on reliable, up-to-date, and readily available documentation.
Employee
Access your payslips, contracts, employment certificates, and administrative documents from a secure personal portal, accessible 24/7 from any device. No need to contact HR for a simple document; employees are empowered.
Training Manager
Centralize training plans, skills assessments, annual performance reviews, and professional certifications in a comprehensive employee record to effectively manage career paths. Track renewal deadlines and generate your training reports.
Employment Lawyer - HR Lawyer
Instantly access employment contracts, contract amendments, disciplinary records, and registered letters thanks to an HR DMS featuring a comprehensive version history and an immutable audit trail. Prepare for labor court disputes, negotiations with employee representatives, and social audits with the certainty of having the authoritative document.
Some documents to centralize in an HR EDM
Collaborator file
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HR Administrative Documents
Sensitive parts and legal obligations
Discover our complementary solutions
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FAQ
What is the difference between an HR EDM and an HRIS?
An HRIS manages HR data: payroll, working time, skills, reporting. An HR EDM manages the associated documents: employment contracts, payslips, disciplinary files, HR correspondence. The two are complementary and not interchangeable. Efalia Doc synchronizes with your HRIS via API so that each HR event (hiring, amendment, departure) automatically triggers the creation or archiving of the corresponding employee file, without re-entry. Read our article EDM or HRIS for your HR digitization?
What is the legal retention period for HR documents?
Each HR document is subject to a distinct legal obligation:
Efalia Doc automates these retention periods by document type, triggers expiry alerts and proceeds with cold archiving or purging according to your rules — with no manual monitoring from your HR team.
Is the digitization of payslips mandatory?
It is not mandatory, but it has been permitted without the employee's prior consent since decree no. 2016-1762 of 16 December 2016, applicable from 1 January 2017 (art. L3243-2 of the French Labor Code). However, the employee retains a right to object at any time. Efalia Doc manages this digitization end to end: certified archiving in a digital vault with guaranteed availability for 50 years or until the employee turns 75, automatic notification and secure 24/7 access from the employee's personal space.
How does an HR EDM make employee onboarding and offboarding easier?
When an employee arrives, Efalia Doc automatically creates the employee folder from your HRIS, collects the onboarding documents (signed contract, ID, bank details, health insurance) and triggers the necessary validation workflows. On departure, it archives the entire file, revokes access rights and generates the end-of-contract documents (work certificate, final pay statement, France Travail certificate). Zero manual steps, zero lost documents, regardless of the number of personnel movements.
How does an HR EDM ensure GDPR compliance for employee data?
HR data is among the most sensitive personal data: civil status, banking details, medical information, disciplinary files. Efalia Doc natively incorporates CNIL requirements: management of retention periods by document category, employees' right of access and rectification via their personal space, strict partitioning of medical and disciplinary data, and full logging of every access and change. Our datacenters are hosted in France, SecNumCloud and HDS certified, to guarantee the sovereignty of your most critical HR data.