One Current Version of Every Policy, Letter and Form
A policy and document centre holds a company's HR policies, employee handbook, letter formats and forms in one version-controlled place. Employees read the current version, acknowledgements are recorded against a specific revision, review dates generate reminders and documents reach only the roles, departments and locations they apply to. Whether a document is legally sufficient is a question for a qualified professional.
Policy and Document Centre in brief
A policy and document centre is the module that holds a company's HR policies, employee handbook, letter formats and forms in one version-controlled place, with access set by role, department or location, a record of which employees have acknowledged which version, and reminders before a document reaches its review or expiry date.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- It covers HR policies, the employee handbook, letter formats and forms, with version control, acknowledgements, review reminders and access permissions.
- Employees see only the current approved version; superseded versions are retained as record rather than deleted.
- A document can be restricted to the roles, departments or locations it actually applies to, instead of being published to everyone by default.
- It is configured around the document set you already hold, after the duplicates and superseded copies have been sorted out.
The starting point
Which Version of the Policy Did the Employee See?
Without a single home, a document multiplies: a revised policy beside the old one, a form on three laptops, a letter format found in an old mail. The cost appears when someone asks which version applied.
We clean up, load and version your documents, and configure who sees which.
You may be experiencing:
- The policy an employee was shown not being the version HR revised last quarter.
- An employee saying they were never told about a rule, with no record either way.
- The same leave form existing in three slightly different versions on three laptops.
- A site-specific rule, such as a shift allowance, applied at a location it was never meant to cover.
- A policy due for review a year ago still being the live one, because nothing prompted anyone.
- New joiners handed a printed handbook that stopped matching practice long ago.
- A question about how many people acknowledged the revised policy, answerable only by asking around.
- A handbook revised in a file somewhere, while new joiners are still given the printed copy.
- A manager-only guideline forwarded to the whole company, because the document was shared by mail.
- An audit or review asking for the policy set, and no single place to produce it from.
- Shared-drive folders full of drafts nobody approved, sitting beside the policy that was.
What we can help with
What the Module Does
Versioned Policies
Policies held with a version number and an effective date, so each has one current version and one place to find it.
The Handbook
The employee handbook as a single current document employees can read, instead of a printed copy that ages in a drawer.
Forms and Letter Formats
Requisition, leave, reimbursement, change and letter formats coming from one source instead of somebody's laptop.
Version History
Each revision tracked and the previous version retained as record rather than lost.
Acknowledgements
Employees confirming they have read a policy, recorded against the named person and the specific version.
Review Reminders
Documents carrying a review or renewal date generating a reminder before it passes, not a year afterwards.
Scoped Access
Access restricted by role, department or location, so a site-specific rule reaches only the people it applies to.
Clean-Up Before Upload
Duplicates, superseded copies and unapproved drafts identified with you before anything is loaded.
The scope
What the Module Covers
These are the document tasks the module handles. Which version is current, and which policies need acknowledgement, are your decisions. Whether a document is legally sufficient is a question for a qualified professional.
Versioned Policies
Hold each policy with a version number and an effective date, so there is one current version and one place to find it.
Employee Handbook
Keep the handbook as a single current document that can be revised in place, so a new joiner reads what the company does now.
Forms
Keep requisition, leave, reimbursement and change-request forms current and available from one source.
Letter Formats
Keep standard letter formats in one place, so managers issue letters from the current format.
Version History
Track each revision and retain the previous version with the dates it applied, so you can show what the rule was at a given time.
Acknowledgements
Record that a named employee has read a specific version of a policy, for the policies where you require it.
Review Reminders
Set a review or renewal date on a document and receive a reminder ahead of it.
Access by Role, Department or Location
Restrict a document to the roles, departments or locations it applies to, so a site-specific rule is visible only where it applies.
Categories
Organise documents into categories that match how people look for them, so an employee can find the current policy without asking HR.
Clean-Up Before Upload
Identify duplicates, superseded copies and unapproved drafts with you before anything is loaded.
Document Inventory
Take stock of what you hold today, with duplicates, superseded copies and gaps identified.
Policy Acknowledgement in Onboarding
Include policy acknowledgement as part of the onboarding checklist, where you use the onboarding module.
Working together
Ways to Work With Us
Demonstration and Scoping
A walkthrough against the documents you hold today, then an agreed scope for categories, access and acknowledgements.
Configuration and Rollout
Documents are reviewed, loaded, versioned and scoped, and the centre is opened to employees.
Ongoing Support
Support for new documents, revisions, changed access and review cycles.
Deciding which version of a document is current stays with you. We review and clean up with you before anything is loaded.
The deliverables
What You Receive
Depending on the scope, you receive:
- A document inventory with duplicates, superseded copies and gaps identified.
- A categorised, version-controlled library with effective dates.
- Access rules by role, department or location.
- Acknowledgement tracking for the policies you require it for.
- Review dates and reminders for each document.
- Your handbook, policies, letter formats and forms loaded.
- Training for HR administrators and a short guide for employees.
- A post go-live review with agreed adjustments.
- A list of the documents you decided are current and approved, before they are published to employees.
- A short guide for employees on finding and acknowledging a policy.
Step by step
From Scattered Files to One Library
Collect What You Hold
We gather your policies, handbook, letter formats and forms, flag duplicates, superseded versions and gaps, and put the doubtful ones to you.
Decide What Is Current
Deciding which version is current stays with you, since only you know what was actually approved.
Categorise and Version
Documents are organised into categories that match how people look for them, with version numbers, effective dates and review dates.
Set Access and Acknowledgements
Access is restricted by role, department or location, and acknowledgement is set for the policies where you require it.
Open and Review
The centre is opened to employees and managers, and we review what is being read and what is still missing. Where it is included in your engagement, we also support the first weeks after the centre opens, so HR administrators and employees have someone to ask when they publish, find and acknowledge documents.
The difference
What One Library Gives You
A configured centre helps you:
We do not promise outcomes. We record a baseline before work starts, covering how many versions of key documents exist today and how many are current, and report against it, so you can see what changed and what did not.
- Let employees and managers read the current version, because the old one is no longer the one they can reach.
- Answer from a record who has acknowledged a specific revision and who has not.
- Receive a policy due for review as a reminder instead of noticing it when it causes a problem.
- Show a site- or role-specific rule only where it applies.
- Have managers issue letters from the current format.
- Point a new joiner at one document set rather than a mixture of PDF, print and word of mouth.
- Show what a rule said on a given date, because superseded versions are kept with the dates they applied.
- Decide which policies need acknowledgement, and see the record against each version.
- Open the centre with a document set you have confirmed, rather than a shared drive moved wholesale.
- Review which documents people could not find and which access rules proved wrong, then adjust.
Find your fit
Who the Module Is For
Companies With Several Versions
Businesses where a policy exists in several copies and nobody knows which applies.
Companies With No Record of Communication
Businesses unable to show an employee was told about a rule.
Multi-Location Businesses
Companies with site-specific rules that must not leak elsewhere.
Businesses Facing an Audit
Companies preparing for a review where the policy set will be read.
Companies With a New HR Hire
Businesses wanting a governed set to hand over.
Companies Already on GullyHR
Businesses that want policies scoped to the same roles and locations as the employee record.
Businesses Revising Policies
Companies that are updating policies and want one place that always shows the current version.
HR Teams Fielding Policy Questions
Teams answering the same policy questions repeatedly, because employees cannot find the current document.
Good to know
How It Fits Your Workflow
Publishing and reading
- HR approves a document as current and publishes it to the roles, departments or locations it applies to.
- Employees and managers find the current version in its category and read it.
- Where you require it, employees acknowledge a policy and the acknowledgement is recorded against that version.
Revising and reviewing
- A review date on a document produces a reminder before it passes.
- When a policy is revised, the approved revision replaces the current version.
- The previous version is retained as record, marked as superseded.
Your management owns the decision to revise a policy and approves the revision before it is published.
Good to know
What You Can Track
Acknowledgements
- Who has acknowledged a specific revision of a policy, and who has not.
Document status
- Documents approaching their review or renewal date.
- The current version of each document, and the superseded versions kept with their dates.
Before work starts we record a baseline of how many versions of key documents exist and how many are current, so you can compare afterwards.
Good to know
What It Is and Is Not
What the module does
- Holds policies, the handbook, forms and letter formats in one version-controlled place.
- Records acknowledgements against a named employee and a specific version.
- Restricts documents to the roles, departments or locations they apply to.
What it does not do
- It does not decide which version is current. That stays with you.
- It does not give a view on whether a policy is enforceable or compliant. GullyHR is not a legal practice, and an acknowledgement is evidence of communication only.
- It does not write your policies. Policy drafting and revision is part of our HR management consulting and is scoped separately.
The software is separate from our consulting and services, and each is scoped on its own.
Good to know
Getting Started
What you bring
- Your handbook, policies, letter formats and forms, in whatever state they are.
- Your decision on which version of each is current and approved.
- Your decision on which policies require acknowledgement.
- Your roles, departments and locations, so access can be set to match.
- The names of the HR administrators who will publish and revise documents.
Support
Where it is included in your engagement, we collect and review what you hold, flag duplicates and gaps, load and version the approved set, and train HR administrators. You do not have to clean up first. We do the review with you.
Good to know
Access and Data
Who sees which document
Access can be restricted by role, department or location, using the same structure as the employee record. A site-specific rule or a manager-only guideline is visible where it applies and nowhere else.
Agreed at set-up
Before go-live we agree with you who can see which documents and who can publish or revise them. Details of data handling are covered in the proposal and the agreement for your engagement.
Good to know
Frequently asked questions
HR policies, the employee handbook, letter formats and forms in one version-controlled place, with acknowledgements recorded by version, review reminders and access by role, department or location.
We do the review with you. GullyHR collects what you hold, flags duplicates, superseded versions and gaps, and puts the doubtful ones to you. Deciding which version is current stays with you, since only you know what was actually approved.
It is a record that the policy was issued and marked as read by a named employee against a specific version, which is useful evidence of communication. Whether it satisfies a legal or contractual requirement is a legal question, and GullyHR gives no opinion on that.
Yes. Access can be restricted by role, department or location, so a site-specific rule, such as a shift allowance, is visible only to the people it applies to. That stops the wrong rule being quoted at the wrong place, and it is configured once rather than policed by hand.
The module holds them. Where policies need writing or revising, our HR documentation and policy work does that, and the same team can then load the result into the centre.
The previous version is retained as a record, marked as superseded, so you can show what applied at a given date without employees being able to confuse it with the current one.
Documents are organised into categories that match how people look for them, so an employee can find the right policy without asking HR. Search arrangements are confirmed during demonstration.
The centre sits on the same platform as employee records, so a document can be scoped to the roles, departments and locations it applies to. Core employee management is normally configured alongside it.
After a demonstration and a look at what you hold. The proposal sets out the documents, categories, access rules and acknowledgements included, and is agreed in writing before work begins.
It is retained as record with the dates it applied, and employees see only the current approved version. That history helps when a question comes up about what the rule was at the time.
Policy drafting and revision is part of our HR management consulting work and can be scoped before or alongside this module. GullyHR is not a legal practice, so legal sufficiency is for a qualified professional.
You do. We suggest where an acknowledgement is usually worth requiring, and configure the workflow for whichever documents you decide on.
Inside GullyHR, yes. A policy acknowledgement can form part of the onboarding checklist, and access uses the same roles, departments and locations as the employee record. Connection to a system outside GullyHR is assessed on request.
Pricing depends on the modules, the number of employees and the set-up support you need. Share your requirements and we will send a tailored proposal.
Give Every Document One Current Version and One Owner
Clean up what you hold, load it with versions and review dates, and record who has read which revision.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Personalised Demo
Tell us where your policies and forms live today.
