Moving Beyond Paper: Digital Document Libraries

Hotels can replace filing cabinets and scattered drives with a central digital document library. Alkimii Library stores policies, handbooks, and training documents in one place, lets admins control access by department, site, or individual, tracks who opened each file, and is accessible on desktop and the mobile app—helping teams stay compliant and find the right version instantly.

Whether it’s onboarding a new team member, rolling out a health & safety update, or responding to an inspection, having quick access to the right documents can make all the difference in hospitality. 

Yet across many hotels, critical policies and team information are still stored in filing cabinets, saved in email threads, or scattered across shared drives. These outdated systems may feel familiar, but they slow down operations, increasing the risk of errors, and making it harder for teams to stay aligned. 

Why Should Hotels Digitalise Document Management?

Paper-based and scattered documentation costs teams time, causes version errors, and increases compliance risk as regulatory requirements grow. We hear it all the time: the roster’s been overwritten, the handbook’s out of date, no one can find the latest safety checklist. Teams lose time chasing down paperwork, or worse - they operate using the wrong version of a document. 

At Cahernane House Hotel in Kerry, documentation challenges were a daily reality before implementing Alkimii. 

"We were so paper‑based. Everything was all over the place. We needed a way for the team to share more information.” 

- Emer Corridan, General Manager, Cahernane House Hotel

This experience is common in hospitality: disconnected systems, scattered documentation, and a constant drain on time. And with regulatory requirements growing, the risks of relying on paper are only increasing - especially when it comes to compliance, consistency, and accountability. Read their full case study here. 

Moving to a digital document library isn’t just about keeping up with technology - it’s about giving your team the tools to do their jobs better. 

What Are the Benefits of a Digital Document Library?

A digital document library lets teams share updated policies instantly, access files from anywhere, and replace printing and filing with real-time tracking.

• Share updated policies instantly 
  

• Ensure team members can access documents from anywhere 

• Replace printing and filing with real-time tracking 

• Strengthen compliance and training efforts 

• Save hours of admin time every week 

When documents are easy to find and always up to date, your team can move faster, make better decisions, and focus more on the guest experience. 

That’s why we created the Alkimii Library - a smart, central space where your organisation’s key documents live. From policies to employee handbooks, the Library gives your team quick, clear access to the information they need - right from the app they already use every day. 

It’s available to all Alkimii People users - and it’s already helping hospitality teams like yours work more efficiently, stay compliant, and ditch the paperwork for good. 

“We went from about ten cabinets of files in the office to one cabinet. It’s more space for everybody, but I think that’s it - just having so much of the employee’s information in one system."

- Emer Corridan, General Manager, Cahernane House Hotel

🖥️ Alkimii Library On Desktop 

On desktop, admins get full control of the Library—creating folders, uploading files, setting access, tagging, and tracking activity.

• Create folders for policies, updates, or training documents 

• Upload files in common formats (PDF, Word, etc.) 

• Set access – make documents public, or restrict by department, site, or individual 

• Tag files to make them easier to search 

• Track file activity – see who accessed what and when 

Step-by-Step: 

• Create a Folder 
  Click “Add Folder,” give it a clear name, set visibility (public or restricted), and save. 
• Upload Files 
  Click “Add File,” choose a document from your device, add tags, and upload. 
• Edit, Move or Delete 
  Use the action icons to rename, relocate, or remove files. 
• Track Access 
  View timestamped records of who opened a file - helpful for compliance, onboarding, or training verification. 

📱 Alkimii Library On Mobile 

On the Alkimii mobile app, staff access the Library by tapping More, then scrolling to Library.

To find the Library in the app: 

• Tap More on the homepage 

• Scroll to Library 

• Use the search bar and filters to quickly find documents 

• Tap to open and view in full 

Frequently Asked Questions

Why should hotels move documents from paper to digital?

Paper and scattered files cause version errors, wasted time chasing paperwork, and compliance risk. A digital library keeps documents current, accessible, and trackable.

What is the Alkimii Library?

A central digital space for an organisation's key documents—policies, handbooks, and training files—accessible from the Alkimii app on desktop and mobile, available to all Alkimii People users.

Can you control who sees each document?

Yes. Admins can make documents public or restrict access by department, site, or individual, and tag files to make them easier to search.

Can you track who accessed a document?

Yes. The Library keeps timestamped records of who opened each file, which supports compliance, onboarding, and training verification.

Can staff access documents on mobile?

Yes. The Alkimii mobile app includes the Library under the More menu, with search and filters to find and view documents on the go.

Everything your team needs, in their pocket. 

• Already an Alkimii People user? Log in to Alkimii and check out your Library today.  
• Not yet an Alkimii user? Book a demo today!