Automated Employee File Management
Centralize, verify, and track employee administrative documents automatically, from hiring through daily operations.
A professional ID card, a safety certification, a residence permit: each document has its own expiry date and its own format, and nobody has time to recheck them all before an inspection asks for them.
Fasfox builds systems that extract key information from submitted documents, calculate deadlines, and flag missing or expired items, under the oversight of an HR lead.
A construction ID card that expires the day of the inspection
A temp worker arrives on site holding a professional ID card that was valid when they were hired, but has since been renewed without anyone telling HR. An electrician’s certification follows the same pattern: renewed every few years, it often lapses without an alert, and it takes a labour inspection or an accident to reveal it has expired, usually at the worst possible moment, well after the paperwork stopped being anyone’s daily concern.
A residence permit photographed at an angle does not read itself
Documents submitted by employees arrive in wildly inconsistent forms: a phone photo, a low-quality scan, a foreign document in a non-standard format. An extraction system reads a well-scanned contract correctly; it makes more mistakes on a blurry ID or a handwritten certificate, and a misread date is a wrong date, silently, unless someone checks it against the original.
HR fixes the list before the first import
This project depends on a closed, validated list of documents required per role, site, or status, and an HR owner willing to be its guarantor. Without that stable list, the system just automates an uncertainty that already existed about what should be requested, and every exception handled by hand ends up becoming the rule again.
The alert goes up; the decision stays with HR
We build a system that extracts key information from submitted files, calculates deadlines, and flags missing or expired documents before they become a problem. On certifications that condition site access, the alert goes to the HR or safety lead, who confirms the situation before any decision to grant or withdraw access.