This article explains how human resources (HR) teams can use Bunkor as a secure staff portal for HR teams to safely share and collect sensitive employee documents—such as contracts, tax forms, IDs, performance records, and onboarding paperwork—without relying on email attachments or consumer file-sharing tools.

Why Use a Secure Staff Portal for HR Teams?

HR teams handle some of the most sensitive information in an organization, including personally identifiable information (PII), employment agreements, payroll-related documents, and medical or benefits forms. Using email attachments, shared drives, or consumer file-sharing tools increases the risk of unauthorized access and data exposure.

Many organizations adopt a secure staff portal for HR to:

• Protect employee privacy and confidential records
• Keep staff documents encrypted and access-controlled
• Share large or sensitive files securely
• Avoid documents sitting in inboxes or unsecured links
• Maintain clear ownership, access control, and accountability

Two Ways a Secure Staff Portal for HR Teams Shares Files

Bunkor provides two primary methods for securely exchanging files with employees. The right option depends on whether you need ongoing staff access or one-time delivery.

Option 1: Vaults (Secure Staff Portals for HR Teams)

Best for: Ongoing employee access and long-term personnel records

Vaults function as secure staff portals, allowing HR teams to provide controlled, ongoing access to employee documents in an encrypted environment. Many organizations create one Vault per employee to store onboarding documents, contracts, performance reviews, and historical records.

How Vaults Work

• Each Vault can be dedicated to a single employee
• Files remain available until access is removed or files are deleted
• If a file is deleted, it is no longer accessible to anyone
• Access does not expire automatically, making Vaults ideal for long-term personnel records

Sharing a Vault

You can share a Vault in two ways:

1. Invite by Email

• Share the Vault with a specific employee email address
• Assign a role (e.g., Viewer or Uploader)
• The employee creates a Bunkor account and accesses the Vault under “Shared with me”

2. Secure Share Link

• Share a private URL to the Vault
• Enable password protection in the Vault settings for added security
• Passwords cannot be reset, so HR teams often use employee-specific information they already manage rather than storing passwords separately

Collecting Documents from Employees

Vaults also support secure document collection:

• Assign employees the Uploader role so they can submit documents
• Create a File Drop page connected to the employee’s Vault

File Drop pages can be branded with your organization’s logo, and any files uploaded through the link are automatically saved to the correct Vault.

Option 2: Secure Email (Time-Limited Access)

Best for: One-time or time-sensitive document delivery

Secure email allows HR teams to send documents as protected attachments with built-in expiration controls.

How Secure Email Works

• Files are sent as encrypted secure attachments
• You choose when access expires (after download, or 1–14 days)
• Once expired, the employee can no longer access the file
• The file and its audit record remain visible in your sent folder

Secure email is ideal when ongoing access is not required.

Recommended Secure Staff Portal Setup for HR Teams

For most HR teams looking to securely manage employee documents:

• Use Vaults as staff portals for ongoing access to personnel records
• Pair Vaults with File Drop pages to securely collect onboarding or compliance documents
• Use Secure Email for one-off or time-limited document delivery

This setup provides strong security today while remaining simple and scalable as your organization grows.

Get Help Setting Up a Secure Staff Portal for HR Teams

If you’d like help:

• Structuring employee Vaults
• Setting up File Drop pages for onboarding or compliance
• Choosing the right sharing method for your HR workflows

Our team is happy to help you get started.

Bunkor
A secure staff portal built to protect sensitive employee data

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