Process · Central document management

Every external workforce document in one place

Pactos brings creation, signature and filing together directly at the person and the assignment, instead of scattering documents across drives, mailboxes and calendars.

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Three sources, one file

where it sits todaywhere it belongs
Schematic, not to scale.

Companies keep their external workforce documents in Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
How it works today

This is how filing around the external workforce runs today

The documents are there – but spread across several places. And nowhere is it clearly recorded when something expires.

On the drive and on paper

Filing is scattered

The drive, the mailbox and the paper folder each hold only part of the documents. Anyone looking for something has to ask around first.

As a copy of a copy

Templates are made by hand

A contract is copied from the last one and adapted. Whatever was left standing only surfaces in an audit.

In one person's head

Deadlines hang on people

Expiring records only stand out if someone actively keeps an eye on them. If the person responsible is on holiday, the deadline is quickly missed.

The result

In a tax audit the search often starts: where is the right document – and is it really the version currently in force?

Vendor Intelligence · Documents module

The module that takes over filing

Documents are created from templates, signed digitally and filed directly with the assignment – not in personal folders or scattered storage.

Template list in Pactos: per template the contract type, the entity, the version and the status, from Staff Leasing through the framework agreement to the Statement of Work.
Module view of Documents in Vendor Intelligence.

An extract from Vendor Intelligence

Filing is not a separate archive but part of day-to-day operation. Requirement, assignment, times and billing create the documents automatically where they are needed.

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Frequently asked questions

What belongs in central document management for the external workforce?
Everything that evidences an assignment: the leasing agreement, records such as the temporary staffing license and clearance certificates, qualifications with an expiry date, timesheets and the approvals that go with them.
Is the filing audit-proof?
Documents are filed with versioning, and every access and every change is logged. Hosting is in the EU, and the information security management system is certified to ISO 27001.
Who is allowed to see which document?
Permissions hang on the role and the site, not on the folder. A provider sees their own documents; an auditor sees the record without the contract.
How are deadlines monitored?
On the document. If a record expires, the assignment affected is flagged before the deadline is reached. The reminder hangs on the system and not on a person.
Can this be connected to our DMS?
Yes. The interfaces are open, and exports and filing into an existing document management system are provided for.

Want to know more?

In a joint call we show you filing, permissions and deadlines using your own example.

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