Our software can be used to store the Employee document or make it available for the employee to read. Either way it is a far better solution than that of email. Firstly there is no certainty that an email has been read, even if the read reciept is requested it doesn't have to be sent by the recipient of the email. Even with that sent there is no confirmation that the attachments on the email have been read.
Emails are notorious for being lost in transit, either before they reach their destination in spam filters or sent to the wrong address or missed in the volumes of emails that everyone recieves or deleted or mis-filed in the wrong email folder. Even if the email arrives in the inbox it soon disapears off the first page. Emails are not the registered post they once were.
Our software does use emails as notifications and alerts but their purpose is to direct the recipient to the system rather than impart too much information there and then. For one reason the email is out of date as soon as it leaves our servers. The only up to date information is in the software.
Our general premise is that an action takes place by one or more employees and when another employee logs in those actions are waiting and can be further actioned or completed. You should think of our software as the pot of information that everyone can dip in to (securely and with proper access permissions). When someone else logs in there may be a leave request waiting, an accident report to complete, a training course request to organise and so on.
Documents follow the same approach. Documents are uploaded to our secure servers and are available for the employee to read as and when they are able to. Your Company Handbook, guidance during Apprisals or Location information for training courses is on hand in an available location. In short its available to refer to when it is needed.
Our software quietly keeps track of who has read which documents and when so in the case of an employee not seeing a memo or a revision to the handbook, you can check.
Emails simply do not offer the same access, controls, security or availability as we can offer.