Personal identification information
Passport scans, ID numbers, and dates of birth sit in a recruiter's mailbox and an HR onboarding zip. Issue and expiry are not tracked, so a right-to-work check uses an expired document.
Hypervault stores name, ID number, document type, and scans in an encrypted EU vault, with HR-only permissions and expiry you can actually review.
Why store Personal identification information in a digital vault
Expiry is not a field
Right-to-work uses a lapsed passport. Expiration date on the vault item is the control.
ID number is in the filename
That leaks in logs and shares. ID number belongs in an encrypted field, not the file name.
Document type is mixed
Passport, national ID, and residence permit collide. Type plus issuing authority keeps checks accurate.
Scans live in a general 'HR docs' Drive
Too many people can open them. Vault permissions should be narrower than contracts-of-employment folders.
Who uses this template
HR and people ops
File ID type, number, dates, and scans under tight vault permissions.
Compliance on right-to-work
See expiry and issuing authority without a mailbox of scans.
Employees submitting IDs
Upload into a vault item HR controls, not a public upload link.
Fields in this template
Keep every record complete and easy to find. Existing fields stay as they are; extras are added only when a vault item would otherwise be incomplete.
- Full name
- Date of birth
- ID number
- Document type
- Issue date
- Expiration date
- Issuing authority
- Attachments
How it works in Hypervault
Create from the template
Add an item from the Personal identification information template in your workspace.
Fill and attach
Complete the fields and attach supporting files where needed.
Share with the right roles
Give access only to the people who maintain or use this record.
Related templates
Store it in a vault, not a spreadsheet
Create a workspace, pick this template, and keep credentials and supporting files encrypted in the EU.