Overview

I rebuilt our HR documentation system from the ground up, turning a fragmented, manual process into a centralized, automated, and fully searchable infrastructure.

Previously, employee records were scattered across folders, inconsistently named, and dependent on individual managers to maintain. This created compliance risks, slowed down decision-making, and made even simple document retrieval time-consuming.

I designed and implemented a standardized system across all locations that automated how documents are created, named, and filed. Managers now generate documents through guided web forms, with e-signatures handled automatically and final files routed through a two-stage automation that ensures every document is correctly named, logged, and stored in a predictable structure.

The result is a system that removes guesswork, eliminates duplicates, and makes every employee record instantly accessible.

Impact

• Reduced documentation time from 5–20 minutes to under 1 minute in many cases
• Cut document retrieval time from up to 15 minutes to under 30 seconds
• Reduced manager training from 1–2 hours to ~10–15 minutes
• Achieved full manager adoption across all locations within 30 days
• Eliminated reliance on HR for document retrieval

Tools Used

Google Drive · Zapier · Paperform · Papersign · Google Sheets · Lark

Beyond efficiency gains, the system is designed to scale—new document types, tools, or locations can be integrated without rebuilding the workflow.

TECHNICAL DOCUMENTATION

For a full breakdown of the system architecture, tools, and implementation: