Your HRIS Has Gaps. VisualVault Fills Them.

VisualVault connects to your existing HRIS and ATS to capture the documents, data, and workflows your system of record was never built to handle — from employee document management to compliance audits to HR analytics.

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Trusted by HR teams across enterprise, mid-market, and retail

HR Information Management with VisualVault

Industry Leaders Trust VisualVault

HRIS Systems Fall Short on 3 Critical Fronts

Document Management

  • No centralized storage
  • No AI-classification and auto filing

Limited Compliance Enforcement

  • No audit trails and compliance workflows
  • No retention management

Poor Audit Readiness

  • No configurable audit workflows
  • I-9 management
    non-existent

VisualVault Fills These HRIS Functionality Gaps; Improving HR Department Efficiency by 15%.

Built to Address Every HR Need

VisualVault is a complementary layer that works in concert with your HRIS. It captures what your system of record can’t: paper documents, custom forms, workflow automation, and cross-system analytics.

HR Directors

•Compliance
•Audit trail
•Workforce analytics

!

HR Admins

Eliminate manual filing, Paper chasing, Re-keying

HRIS / IT Teams

Clean integrations with ATS HRIS, Adobe Sign

CHROs

Single-pane view of all employee data and trends

How HR Teams Use VisualVault

Use Case

Benefits

Document Digitization

Convert paper employee files into indexed, searchable digital records — in cooperation with high-volume scanning infrastructure for large collections.

HRIS & ATS Integration

Connect VisualVault to your existing systems so data flows automatically — eliminating duplicate entry and keeping every system in sync.

Compliance & Audit Readiness

Maintain a complete, time-stamped audit trail on every employee record. Stay ready for I-9 audits, labor board reviews, and internal compliance checks.

HR Analytics & Dashboards

Aggregate data from across your HR systems into a single dashboard — surfacing trends and insights your HRIS alone was never built to show.

Document-to-Data Conversion

Turn paper forms, PDFs, and scanned files into structured digital data using OCR/ICR — so every piece of information is searchable, reportable, and actionable.

Ready to Close the Gaps in Your HR Data?

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Case Study

How a Major U.S. Commercial Airline Transformed Employee Records Management for 24,000+ Employees

Background

The HR organization at a major U.S. commercial airline was relying on largely manual processes for the organization and filing of employee records.

Challange

Records were fragmented, retrieval took time, and the risk of a compliance gap during an audit was a constant concern, in a very rigorous compliance environment.

Solution

VisualVault integrated with their HRIS; providing auto folder creation, role-based security and full audit trail/version history across records.

Result

1- In excess of 15 minutes of time savings per record request across thousands of annual requests.
2- All records fully accessible and reportable. Audit response times reduced from days to hours.

See How This Could Work for Your Team

From Disconnected Data To a Single HR Record — Here’s How

Step 1: Capture everything

Paper forms, PDFs, digital documents, custom online forms — VisualVault ingests it all. Intelligent data extraction (OCR/ICR) converts unstructured content into structured, searchable data automatically.

Step 2: Connect your systems

VisualVault integrates with your HRIS, ATS, payroll, and benefits platforms via API. Data flows between systems without manual intervention — keeping records consistent and eliminating duplicate entry.

Step 3: See the full picture

With all HR data in one place, configurable dashboards surface insights your HRIS was never built to show — headcount trends, compliance gaps, onboarding velocity, and more.

Employee Data Handled With Enterprise-Grade Security

Employee records contain some of the most sensitive personal data your organization holds. VisualVault protects it with role-based access controls, full audit trails, end-to-end encryption, and compliance controls that support GDPR, CCPA, and labor law retention requirements.

Every access event is logged. Every document change is tracked. Every record is retained according to your configurable retention policy.

“That’s a Good Question!”

Common questions from HR and HRIS teams

Does VisualVault replace my HRIS?

No — it works alongside it. VisualVault fills the gaps your HRIS wasn’t designed to handle: paper documents, custom forms, cross-system automation, and advanced analytics. Your HRIS stays your system of record.

VisualVault integrates with leading platforms via API — including Workday, ADP, UKG, Greenhouse, Lever, and others. Most integrations are configured rapidly without heavy IT involvement.

VisualVault can digitize them. Working with high-volume scanning partners, physical files are scanned, indexed, and ingested into the platform — so your entire employee record history is searchable from day one.

Every document access, workflow action, and data change is logged with a time-stamped audit trail. Retention policies are configurable by document type, supporting labor law, I-9, and other regulatory requirements.

Configurable dashboards aggregate data from across your HR systems — showing onboarding velocity, compliance status, headcount trends, and other metrics that require pulling from multiple sources today.

Sales & Demo Requests

You can reach out to us by email or by phone at 480-568-6435. You can also fill out the form below.