Electronic personnel file
The E-file for employees is an innovative solution for preparing, storing and managing HR documents in electronic form, in accordance with current labour legislation. With E-file, you save time, reduce costs and ensure full data security, while meeting all legal requirements. Discover the advantages of Asistar Employee E-File and streamline your company’s HR processes today!
What is an employee E-file?
The electronic employee file is a central, electronic database of HR documents with workflow functionality that ensures the automation of the circulation of employment-related documentation. E-file meets all legal requirements for storing and managing employee documents such as electronic personnel files. The introduction of E-folders makes it easier for companies to store, access and manage HR information in a way that complies with current labour and data protection legislation.
E-file is one of the modules of our proprietary Asistar platform.
Asistar electronic file for employees is:
Regulatory compliant electronic employee file
As of January 2019, employers in Poland may keep employee records in electronic form on a par with paper form. The decision on the form of record keeping is made by the employer.
The digitisation of personnel files and the transition to an electronic personnel files involves meeting a number of legal and technical requirements. The E-file must guarantee the storage of personnel files and other documents in a way that ensures their confidentiality, integrity, accessibility and reproducibility.
Legal requirements for the E- file:
E-file must also be secured against unauthorised access, destruction, loss or unauthorised modification. Under the GDPR, employees have the right to access, correct, delete and transfer their data.
It is worth noting that the implementation of an electronic form of documentation is independent of the submission of ZUS RIA reports to ZUS. The submission of the reports gives the possibility to take advantage of the statutory reduction of the retention period of employee documentation from 50 to 10 years – both for companies that keep it in paper and electronic form.
What documents are to be found in E-files?
An employee e-file is a digital collection of documents related to an employee’s entire period of employment. It contains the electronic personnel files and all the necessary information and documents needed to manage human resources in a legally compliant way.
An employee’s E-file must compulsorily contain a personnel file. It may also contain additional documents, according to the employer’s needs.
List of documents that can be stored in the E-file:
Personnel files – mandatory part:
Other employee records:
Additional files which are not covered by the provisions of the Regulation:
Learn more: Changes to employee personal files from 21 March
Benefits of E- files implementation for employer and employees
The implementation of E-File improves the management of HR documentation and allows the automation of HR and payroll processes. It supports the digital transformation of the company and allows it to adapt to today’s market requirements, such as remote working or changing employee expectations.
E-file measurably relieves the HR department of tedious and time-consuming administrative tasks, while other employees can benefit from easy and quick access to their own documents anytime, anywhere.
Electronic file vs ESG
The implementation of E-file, which is electronic storage and management of employee records, supports the ESG (Environmental, Social, and Governance) aspect of the organisation:
E-file – key benefits of electronic personnel files:
Learn more: Employee e-file – the digitalisation of HR processes
What does the implementation of Asistar E-file look like?
We provide our clients with comprehensive support throughout the entire process of digitising HR documents.
E-file – how is it implemented?
Digital mapping of current paper files
Launch of E-File for new employees
Note:
In this digital age and with the increasing importance of sustainability measures, more and more companies are opting for solutions such as the E-file. Find out how our experts can help you implement E-file in your company. Switch to electronic personnel files.
Get in touch with us and check our offer:
Katarzyna Stachniuk
Strategy Advisory Manager
How to get ready for HR and payroll outsourcing and what should you pay attention to?
Hrubieszowska 2
01-209 Warsaw
Poland
+48 22 295 32 00
contact@ca-staff.eu
NIP: 526-001-29-88, KRS: 0000028831,
REGON: 012548510. The District Court for the
capital city of Warsaw, XIII Commercial Division