HR Document Automation with AI

Build a Digital Employee File without manual data entry

Summary

HR teams handle a constant stream of files: contracts, CVs, leave requests, reviews, certifications, memos. With PaperTrail, you turn these documents into structured, searchable data, with no manual typing.

Create a digital employee file for each person, automate approvals and reminders, surface answers in seconds with natural language search, and stay compliant with GDPR through access controls and auditability.

Why HR drowns in documents

• Information scattered across inboxes, folders, and shared drives.
• Manual data entry from contracts and paper forms.
• Missed deadlines for renewals, certifications, and reviews.
• Slow search and retrieval of past records.
• Compliance pressure: roles/permissions, retention, audit trails.

What to look for in an HR document platform

• Local-language OCR for PDFs/scans and images.
• Auto-detection of key fields (names, dates, contract types, renewal terms).
• Natural language search with citations back to the source page.
• RBAC, encryption, and complete audit logs.
• Retention/deletion policies and granular permissions per file/folder.
• Smart automations: expirations, approvals, content-based triggers.
• Integrations with HRIS/ERP/CRM or internal systems.
• Fast implementation and measurable ROI.

What changes with PaperTrail

• Automatic data extraction across contracts, leave forms, performance reviews, and more.
• Digital employee file: every document organized and searchable by person.
• Natural language answers: ask “Which contracts are expiring in Q4?” and get cited results.
• Smart reminders: triggers for renewals, review cycles, pending approvals.
• Custom pipelines: we configure the exact fields you care about and standardize outputs.
• Security and compliance: RBAC, encryption, audit trails, retention policies.
• Integrations: connect to HRIS/ERP/CMS to sync data or feed dashboards.

6 example HR workflows you can automate

1. New hire onboarding: Upload contract and policy acknowledgments. Auto-capture start date, role, terms; trigger next steps and reminders.
2. Fixed-term contract renewals: Detect renewal clauses and key dates. Notify HRBP and manager 30/15/7 days before expiry; record decisions.
3. Leave management: Extract dates, leave types, approvers from forms/emails. Approval flow with notifications and logged history.
4. Certifications and training: Track expiry dates (e.g., ISO, safety, technical licenses). Triggers for refreshers and storage of updated certificates.
5. Performance reviews: Organize by cycle; extract ratings and key points. Reminders for deadlines and comparison in dashboards.
6. Recruiting & Resumes: Ingest resumes from emails/forms/ATS exports. Extract skills, experience, education, projects, languages. De-duplicate candidates, add tags, and manage pipeline stages. Auto-rank against job criteria and blind screening via redaction when required. Sync with ATS/HRIS and trigger follow-up tasks.

Sample questions PaperTrail answers in seconds

• “Which employment contracts expire this quarter?”
• “Do we have anyone without a signed privacy policy?”
• “Which leave requests are pending approval?”
• “Who completed Health & Safety training in the last 12 months?”

A 4-step rollout

1. Select core document types: contracts, CVs, leave, reviews, certifications.
2. Define metadata and access/retention policies.
3. Pilot indexing with HR stakeholders and validate accuracy.
4. Short training and rollout; iterate with feedback.

KPIs to track

• Time-to-find for documents (before vs. after).
• Percentage of requests handled without manual data entry.
• Reduction in overdue renewals/approvals.
• Compliance posture: audit findings, off-policy access.
• User satisfaction and adoption.

Quick ROI illustration

• 200 employees x 8 docs/year x 5’ manual handling ≈ 133 hours/year.
• With PaperTrail (~30”/doc): ≈ 27 hours/year.
• ~106 hours saved/year, plus fewer errors and storage cost reductions.

FAQs

What file types do you support?
PDFs, scans, images/photos, email attachments. Greek OCR supported.

How do you help with GDPR?
RBAC, encryption, audit logs, retention/deletion policies, and data minimization. Answers include citations for transparency.

Can you connect to our HRIS/ERP?
Yes. We build integrations so data can sync with your systems. The exact method is defined during setup.

How long does implementation take?
Typically a few days for the first document types, depending on workflows and fields.

Do we need training?
The platform is straightforward. We configure pipelines together and provide a short training session.

Want to see HR automation on your own files? In minutes, we’ll show live data extraction, natural language search, and renewal/approval reminders tailored to HR. Book a demo.