Working remotely – in 2020, this slogan has started to resound more and more from the media and the mouths of employers and most office workers.

The SARS-Cov-2 epidemic has influenced a change in the form of work in many companies, and all indications are that this is not just a temporary change. Why? We already know that the coronavirus will stay with us for a long time, and if the epidemic eventually begins to die down, many employees (and certainly a large portion of employers) will not want to return to full-time office work.

How then to organize the work in the company so that all duties can be performed 100% remotely?

Paper documents and remote work vs. RODO

A problem that arises in many companies when most employees have to or want to switch to working remotely is the need to use paper documentation that contains personal data. After all, the employer is usually the controller of personal data and is responsible for its security in the workplace.

When transferring documents to employees’ homes, he or she must meet a number of requirements, including keeping records, limited document storage (the employee should keep the documents only for a certain amount of time, necessary for the work to be done) and ensuring that the documents are transported safely – for example, in a lockable folder. Again, the employer at the remote work site is required to keep the documents safe – for example, in a lockable cabinet.

And all this can be replaced simply with a good and proven system for electronic document circulation. With such software, all documents are archived electronically, so employees can access them from anywhere with Internet access – without having to carry around bulky binders containing personal data and confidential information.

Electronic document circulation, or full data security

By implementing an electronic document workflow integrated with a tool for collaborative work on documents and a platform for electronic signature, you can be sure that all company documents are fully secure – even for employees working remotely.

All electronically signed documents are encrypted using RSA algorithms (see the article Electronic Signature in Practice for more details). In addition, all documents will be gathered in one place and easy to find.

It is much easier to control documents archived online than those stored in paper form. How many times have you misplaced a document somewhere or kept it in your desk drawer for months, instead of clipping it into the appropriate binder? Well, that’s exactly it – with electronic archiving such situations do not happen.

Clear procedures and efficient processing of contracts

You’ve probably heard more than once that electronic document circulation streamlines work – both for employees and business owners. Well, but how does it actually work?

Remote work is convenient – we can start performing our professional duties right after getting out of bed (or even without getting out of bed), we don’t waste time or money commuting, and we can set up our office exactly the way we like.

However, remote work also has its drawbacks. People who work from home mainly complain about the lack of contact with people and the difficulty of organizing work. Processes that ran relatively smoothly when all employees were in the same office began to fail the moment everyone started working from home. Flipping through e-mails and settling details via instant messaging will never work as well as direct contact with a co-worker.

In remote work, clearly defined procedures and tools are necessary to guide employees by the hand and show what to do at a given stage, what documents to prepare and to whom to forward them. Hatiroo™, an electronic document workflow system that makes all the processes for company documents predetermined and clear to everyone, will be perfect for this role.

Document and file sharing and remote working

Hatiroo™ is a system that can be fully integrated with Microsoft 365, a tool for collaborative work on documents. This way, team members working on a single project do not have to send successive, infinitely multiplying versions of a document via email. Unfortunately – 80% of such situations end up working on the wrong version of the document, which generates complications and prolongs the work of everyone involved. Integration with Microsoft 365 allows multiple people to work on the same document (even simultaneously).

In the case of remote work, such a solution is very practical – employees have no problem locating the latest and most up-to-date version of the document, plus each change is automatically archived. This makes it easy to go back to the version from, say, a few days ago, or to locate who is responsible for a particular edit.

Electronic signature in remote work

The last capability, actually indispensable for fully efficient remote work, is the electronic signing of documents. Hatiroo™ integrated with the DocuSign® electronic signature platform allows you to quickly and securely sign documents with just a few clicks – whether with a simple electronic signature, an advanced signature (with SMS code confirmation), or a qualified electronic signature (which replaces a handwritten signature under Polish regulations). You can read more about DocuSign® here DocuSign® electronic signature – what is it and what is it used for?

It’s hard to imagine working remotely without the ability to electronically archive contracts, create electronic signatures and share documents. All these capabilities are provided by Hatiroo™ integrated with Microsoft 365 and DocuSign®. Stay safe at home and work even more efficiently than in the office!