Employee Documents
Contracts, statutory documents, letters and retention compliance for all employee files.
Documents stored
8,942
Missing items
62
Expiring
74
Compliance
93%
Document compliance by type
All employees| Document | Required | Held | Missing | Expiring | Compliance |
|---|---|---|---|---|---|
| Signed contract | 1,284 | 1,262 | 22 | 0 | 98% |
| ID / verification | 1,284 | 1,268 | 16 | 41 | 99% |
| Guarantor form | 1,284 | 1,240 | 44 | 0 | 97% |
| Tax (TIN) | 1,284 | 1,254 | 30 | 0 | 98% |
| Medical fitness | 412 | 386 | 26 | 33 | 94% |
| Bank mandate | 1,284 | 1,270 | 14 | 0 | 99% |
Retention & data protection
- 2023 leaver files due for review148 files past the 24-month retention checkpoint
- Paper archive at ApoPhysical files not yet digitised
- Access log reviewQuarterly review of HR file access due
Employee documentsRESTRICTED
Upload, verify and expire HR documents · acting as HR Manager · click any row to open the record
| Reference | Employee | Document type | Site | Expires | Status | Record | |
|---|---|---|---|---|---|---|---|
| DOC-1000 | Tunde Bello | Guarantor form | Gwarinpa Supermarket | — | Awaiting verification | View record → | |
| DOC-1007 | Adaeze Okafor | Contract | Wuse 2 Supermarket | — | Verified | View record → | |
| DOC-1014 | Grace Otu | Medical | Apo Pharmacy & Store | 2026-08-20 | Uploaded | View record → |
Documents stored
8,942
Missing items
62
Expiring
74
Compliance
93%
Weekly change
+2.4%vs last week
Document coverage
91%+3pp
Operational workspace — what is happening
Employee Documents status board
LiveDocuments held
8,942
Missing
62
Expiring 90 days
74
Pending verification
38
Retention reviews
148
Access requests
18
Document activity
Last 30 days| Action | Count | Owner | Avg turnaround | Exceptions | Status |
|---|---|---|---|---|---|
| Contracts issued | 41 | People Ops | 1.2 days | 0 | OK |
| Documents verified | 286 | Compliance | 2.4 days | 6 | Watch |
| Letters generated | 64 | HR Officer | 0.8 days | 0 | OK |
| Files archived | 28 | People Ops | 3.1 days | 2 | Watch |
| Access requests | 18 | Data protection | 1.0 days | 0 | OK |
| Deletions executed | 9 | Data protection | 2.0 days | 1 | Watch |
Employee Documents activity feed
Live feed- Contract issued08:15Chidi Okeke — pharmacist
- Document verified09:4041 ID checks completed
- Missing item flagged11:20Guarantor form — 6 new hires
- Retention review due13:05148 leaver files
- Access request15:35Employee requested own file copy
Employee Documents work queue
6 in queueCollect 62 missing documents
People Ops
Verify 38 pending items
People Ops
Review 148 retention files
People Ops
Digitise Apo paper archive
People Ops
Complete access log review
People Ops
Renew 74 expiring documents
People Ops
Analytics workspace — why is it happening
Employee Documents trend — last 7 days
Last 7 daysMonTueWedThuFriSatSun
Document library
Contracts26%
Statutory ID22%
Letters18%
Medical12%
Training12%
Other10%
Missing documents by site
Wuse 2GwarinpaApoWarehouseHead Office
Employee Documents ranking
Ranked#1
Head Office
98% complete
98%
#2
Wuse 2
96%
#3
Warehouse
93%
#4
Gwarinpa
91%
#5
Apo
24 missing
84%
Employee Documents heatmap — site × period
Heat map| Contract | ID | Guarantor | Tax | Medical | Bank | |
|---|---|---|---|---|---|---|
| Wuse 2 | 94% | 59% | 81% | 73% | 78% | 80% |
| Gwarinpa | 62% | 41% | 62% | 45% | 74% | 79% |
| Apo | 48% | 47% | 95% | 91% | 66% | 59% |
| Warehouse | 85% | 49% | 45% | 67% | 47% | 87% |
| Head Office | 50% | 85% | 92% | 90% | 80% | 48% |
Employee Documents scorecard
Multi-factorManagement workspace — exceptions & approvals
Exception centre
3 open62 missing statutory documentsPeople Ops
Apo holds 24 of them
148 files past retention checkpointPeople Ops
Data protection review overdue
Paper-only archive at ApoPeople Ops
Cannot be searched or audited
Pending approvals
Awaiting sign-off- Review9 deletion requestsData protection
- Review18 access requestsHR Manager
- Review4 contract variationsHead of HR
Manager action queue
Assigned| Action | Owner | Due | Priority |
|---|---|---|---|
| Close document gaps | Branch HR | 20 Aug | Low |
| Complete retention review | Data protection | 15 Sep | Medium |
| Digitise Apo archive | People Ops | 30 Sep | Medium |
Escalations
Routed upwardEscalation — 62 missing statutory documentsEscalated
Apo holds 24 of them
Watchlist — 148 files past retention checkpointEscalated
Data protection review overdue
Executive intelligence — what to do next
Executive summary
Auto-generated · demo8,942 employee documents are held at 93% compliance. Gaps and paper-based storage at Apo drive nearly all exposure, and a retention review of 148 leaver files is overdue.
Health score
Stable
Opportunity score
Stable
Risk score
Critical
Confidence
Strong
Key insights
- Guarantor forms are the most commonly missing document.
- Digitised sites verify documents twice as fast.
- Every missing bank mandate maps to a payroll hold.
Business risks
Data protection
Retaining leaver files beyond policy breaches retention rules.
Employment compliance
Missing contracts weaken the employment record.
Growth opportunities
E-signature contracts
Cut contract turnaround to hours.
Central digital vault
Single searchable archive across all sites.
Performance highlights
Documents stored
8,942
Missing items
62
Expiring
74
Compliance
93%
AI recommendations
Confidence weightedAdopt e-signature for all contracts
Removes signature chasing.
88%
Complete the retention review
Delete or archive 148 files.
85%
Digitise Apo before the next audit
Highest single-source risk.
90%
Forecast
Projected document volume and coverage for the coming week.MonTueWedThuFriSatSun
Recommended actions
- 1.Review employee documents exceptions
- 2.Approve pending document items
- 3.Publish employee documents update