---
title: Organise your document library
description: "The Illizeo document vault gathers contracts, payslips, certificates and company files in an encrypted, organised and auditable location. Properly structured, it becomes the single entry point for employees, managers and auditors. - **Reading time**5 min - **Level**Beginner - **Last updated**May…"
url: "https://illizeo.com/en/centre-aide/organise-your-document-library/"
updated: "2026-09-21"
category: Core HR services
---

# Organise your document library

The Illizeo document vault gathers contracts, payslips, certificates and company files in an encrypted, organised and auditable location. Properly structured, it becomes the single entry point for employees, managers and auditors.

- **Reading time**5 min
- **Level**Beginner
- **Last updated**May 2026
- **Module**Documents & e-signature

## Recommended architecture

Three spaces coexist: **personal documents** (visible to the employee and HR), **collective documents** (policies, regulations, org chart) and **archive** (old contracts, leavers). Each space has its own access and retention rules.

## Step-by-step

1. ### Define document types

   In *Settings → Documents → Types*, create the list of types that will structure your folders: Contract, Amendment, Certificate, Medical note, etc.
2. ### Configure folders

   Create the main folders (HR, Legal, Finance, Tech) then sub-folders per topic. Cap depth at 3 levels to keep it readable.
3. ### Set access rules

   Per folder: who can view, edit, sign, delete. You can rely on roles or dynamic rules (e.g. "direct manager only").
4. ### Configure retention

   Choose retention duration per document type. Expired files are automatically archived or deleted per your policy.
5. ### Import existing documents

   Drag & drop your files or use bulk CSV import. Auto-classification reads the file name to assign the right type.

## Filing best practices

| Practice | Why it matters |
| --- | --- |
| Single naming convention | Reliable search and automation |
| Filled metadata (date, author, type) | Accurate filters and stats |
| Folders by type, not by person | Easier to maintain through HR moves |
| Archive in a dedicated space | Avoids cluttering active folders |
| Versioning on templates | Clear evolution history |

## FAQ

   Is the vault encrypted?

Yes, AES-256 at rest and TLS 1.3 in transit. Keys are managed by Illizeo via KMS, with automatic rotation.

   Can I connect to an existing DMS?

Yes, Illizeo syncs with SharePoint, Google Drive and Dropbox. Permissions stay aligned in both directions.

   How do I share a document with someone external?

Use the *Shared link* button: pick expiry, password and recipients. Access is logged.

   Are payslips filed automatically?

Yes. The Payroll module pushes them into the employee's personal folder, accessible from self-service.

### Wire up e-signature

Learn how to connect DocuSign or AdobeSign and sign documents from inside Illizeo.

[See Core HR articles](/en/centre-aide/?cat=core-hr-services)

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