Skip to content

Document Vault, Assets & Custody

Three closely related HR record-keeping tools: a secure document vault, an asset register for equipment issued to staff, and employee originals intake for personal documents you hold in custody.

Document Vault

Open HR Management → Document Vault (/hr/vault). Organise HR files into folders (General Folder, Contracts, Legal / Compliance, HR Policies, …). Use New Folder and Upload Document; each file has a Title, Version, Access level, and upload date.

Screenshot: Document vault — TODO

Asset Register

Open HR Management → (Asset) Inventory (/hr/inventory) to track equipment issued to employees.

  1. Register New Asset with an Asset Tag, Asset Description, Category (IT Equipment, Vehicle, Furniture, Office Equipment, Other), and Serial Number.
  2. Assign it to a Current Assignee; the Status tracks whether it's in stock, assigned, or returned.
  3. On exit, assets are reclaimed as part of the offboarding clearance.

Screenshot: Asset register — TODO

Employee Originals Intake

When you take custody of an employee's personal originals (citizenship, PAN, academic certificates), record them via Employee Originals Intake (/app/hrms/custody/originals/new). This logs receipt, tracks expiry, and ensures the documents are returned to the employee on exit — backed by the shared custody chain-of-custody audit trail.

Return what you hold

Holding original documents carries a duty to return them. The custody record is the proof of receipt and return — keep it accurate.