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Legal, compliance and restructuring

Data room for HR and employee records

Short answerHR records are the most sensitive part of most data rooms. In Singapore, mask NRIC and FIN numbers, share anonymised data first, and release named files only to the people who need them, with watermarks and an audit trail.

How it works in Singapore

HR data appears in M&A, investigations, restructurings and audits. Singapore records include CPF contributions, work passes for foreign staff and Employment Act terms.

Best data rooms for hr and employee records

Our five measures re-weighted for this use case, with a small bonus for rooms built for it. Prices before 9% GST.

  1. 1 Ellty ~S$191/mo 9.1 Visit Ellty
  2. 2 iDeals On quote 8.6
  3. 3 Datasite On quote 8.6
  4. 4 Ansarada On quote 8.5
  5. 5 Intralinks On quote 8.4
  6. 6 Firmex On quote 8.3
  7. 7 SmartRoom On quote 8.3
  8. 8 Drooms On quote 8.3
  9. 9 Box ~S$19/user/mo 8.0
  10. 10 Citrix ShareFile ~S$70/mo 7.9
27%Security18%Deal tools23%Permissions16%Ease of use16%Cost

Folder index for hr and employee records

01
CensusAnonymised headcount and pay data.
02
ContractsKey employment contracts.
03
CPFContribution records.
04
Work passesPass list and MOM records.
05
PoliciesHandbook and HR policies.
06
DisputesClaims and TADM matters.

Singapore rules that apply

PDPA and NRIC guidelines

Avoid disclosing NRIC numbers unless necessary; mask them in shared records.

Employment Act

Sets terms for covered employees, relevant to due diligence and transfers.

Work passes

Ministry of Manpower records for Employment Pass, S Pass and Work Permit holders.

More detail: PDPA.

Features you need

FeatureWhy it matters hereRooms in our top 10 that list it
RedactionNRIC numbers, salaries or client names are blacked out on the platform, with no second copy of the file to manage.6 of 10
View and download controlEach file can be set to view-only, print or download, and the setting can be changed later.9 of 10
Dynamic watermarksThe reader's name, email and time are stamped across each page as it opens, so a photographed page can be traced.10 of 10
Audit trailTime-stamped history of who opened, printed or downloaded each document, exportable for a dispute, insurer or regulator.10 of 10

How to set it up

  1. Mask identifiersNRIC, FIN, addresses and bank details.
  2. Stage accessNamed files only for the final party.

Mistakes to avoid

  • Payslips with NRIC numbers.
  • Medical certificates in general folders.

Questions people ask

Can I share NRIC numbers in a data room?

Generally avoid it. PDPC guidelines restrict NRIC disclosure; mask them.

What HR records do buyers want?

Headcount and costs, key contracts, CPF compliance, work pass holders and any employment disputes.

What is TADM?

The Tripartite Alliance for Dispute Management, which handles employment claims mediation in Singapore.