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Human Resource Teams

Document Management for HR Teams

Onboarding files, statutory documents, employee lifecycle records, exit documentation — managed under one searchable, audit-trail-compliant repository.

  • HRMS integration: works alongside any internal HRMS Tools
  • Aadhaar eSign: NSDL-licensed CA partner for legally valid signatures.
  • Digital onboarding: Aadhaar verified KYC, eSigned contracts, statutory forms completed in just a few clicks.
  • E-nomination filing: PF, EPS, gratuity, and group insurance nominations tracked centrally.
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👥 EMPLOYEE FILE
Audit Ready ✓PF / ESIC exports
48hr OnboardingeSign + KYC
Onboardingfrom days to hours per new hire.
Statutorye-nomination completiton from 30% to over 90%.
AuditPF, ESIC, labour inspections handled digitally.
HRMSemployee records available through a single sign-on.

Industry Pain Points

Key Challenges that Human Resource Teams face

Document-heavy teams lose speed, visibility, and compliance control when records stay scattered across paper, email, drives, and disconnected systems.

01

Employee file fragmentation

joining documents scattered across email, drives, and folders.

02

Statutory document tracking

Hr Teams Chase Employees for complition of PF, ESIC, gratuity nominations.

03

HRMS storage limits

platforms tied to subscriptions don't enforce long-term retention.

04

Multi-state compliance

Laws related to Shops and Establishment, labour welfare, professional tax differ by state.

05

Audit panic

At the time of audits, HR Teams struggle with complition of statutory documents.

06

Exit documentation gaps

FnF formalities, relieving letters, and retention rarely closed cleanly.

✓HRMS integration
✓Aadhaar eSign
✓Multi-state statutory forms
✓Retention enforcement
✓Audit trail
✓Bulk digitization

How Kleeto Helps

A Single Document Backbone for Human Resource

Kleeto sits alongside your HRMS as the document and compliance backbone — handling onboarding documents, Aadhaar eSign on contracts, statutory nominations, multi-state compliance forms, and long-term retention.

See How It Works

Use Cases

Built for Real Human Resource Workflows

Each use case is designed around searchable records, controlled access, audit trails, and faster retrieval.

⚡

Digital onboarding

Aadhaar verified KYC, eSigned contracts, statutory forms completed in few hours.

🗂️

E-nomination filing

PF, EPS, gratuity, and group insurance nominations tracked centrally.

🔐

Employee file management

complete records from joining to exit, indexed by employee ID,date and Document name.

📊

Statutory compliance

PF, ESIC, gratuity, state-specific forms generated and filed.

✅

Performance and policy documents

appraisals, PIPs, policy acknowledgments under audit-ready archival.

🔎

Exit and FnF

relieving letters, settlement records, statutory exits with eSign and lifetime retention.

Document Types

Documents Kleeto Can Organize

Digitize, classify, index, retain, and retrieve every record your team depends on.

Offer letters employment contracts NDAs Aadhaar/PAN KYC educational certificates BGV reports PF (Form 2) nominations ESIC declarations (Form 1) gratuity nominations (Form F) Form 16 appraisal letters promotion letters PIP documents policy acknowledgments resignation letters FnF settlements relieving letters experience certificates exit interviews.

Key Features

Features for Faster Compliance & Retrieval

Built to reduce manual follow-ups, missing files, and audit panic.

🔎

HRMS integration

works alongside any HRMS/HRIS tools.

🛡️

Aadhaar eSign

NSDL-licensed CA partner for legally valid signatures.

⏱️

Multi-state statutory forms

state-specific automation built in.

🧩

Retention enforcement

PF 7 yrs, ESIC 5 yrs, gratuity 3 yrs, tax 8 yrs — auto-enforced.

✍️

Audit trail

every document action logged with user, timestamp, IP.

📤

Bulk digitization

legacy employee paper files picked up, scanned, and indexed.

Workflow Visualization

Pre-board to Archive

Full employee lifecycle from offer to lifetime archival — every document captured at each stage.

1

Pre-board

→
2

Onboard + KYC

→
3

Active Lifecycle

→
4

Statutory + Compliance

→
5

Exit + FnF

→
6

Archive

Benefits

Business Impact for Human Resource

Make documents faster to find, easier to verify, and safer to retain.

1

Onboarding time

from days to hours per new hire.

2

Statutory completion

e-nomination rates from 30% to over 90%.

3

Audit readiness

PF, ESIC, labour inspections handled Digitally.

4

HRMS independence

employee records available through a single sign-on.

Compliance & Security

ISO 27001 ISO 27701 GDPR DPDP Act 2023 EPF Act 1952 ESI Act 1948 Aadhaar eSign IT Act 2000 Audit Trails

ISO 27001 certified, ISO 27701 aligned, GDPR compliant, DPDP Act 2023 aligned. Aligned with EPF Act 1952, ESI Act 1948, Payment of Gratuity Act 1972, Shops and Establishment Acts of all major states, Industrial Employment Act 1946. Aadhaar eSign legally valid under Section 3A of the IT Act 2000.

🧩 Integrates with leading HRMS platforms, payroll systems, ATS platforms, and background verification providers. Aadhaar eSign through NSDL. EPFO and ESIC portal compatibility for statutory filings.

Integrations

Works Alongside Your Existing Systems

Kleeto acts as the secure document layer without forcing your team to replace the platforms they already use.

FAQ

Common Questions from Human Resource Teams

Clear answers before you move documents, compliance, and approvals into Kleeto.

Talk to an Expert

No — Kleeto sits underneath your HRMS as the document and compliance backbone, handling everything your HRMS doesn't (deep audit trails, statutory forms, lifetime retention).

Yes — state-specific statutory forms generated automatically based on the employee's work location, so multi-state hiring is handled without manual tracking.

Yes — recognized under Section 3A of the IT Act 2000. Kleeto's NSDL-licensed CA partner makes every signature enforceable in Indian courts.

Kleeto holds employee records under independent retention policies — your statutory documentation stays accessible regardless of HRMS changes.

Get Started

Ready to Make Human Resource Documents Audit-Ready?

Bring every file, approval, signature, and compliance record into one secure Kleeto repository.

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