Employee records in Hatiroo®: electronic personnel files. A new approach to employee documentation
Hiring a new employee usually starts the same way – recruitment, offer, signing the contract… But it doesn’t end there. You still need to collect a lot of documents: questionnaires, consents, certificates, statements, health and safety training, medical certificates. And all of this must be collected, organized, and stored properly – in accordance with regulations and internal company procedures.
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A paper problem in a digital world – how to store employee documents?
Many companies still base their operations on a traditional approach to employee documentation. Signatures are collected on paper, documents are sent by email, stored in binders or in disorganized folders on a disk. And when an inspection from the National Labor Inspectorate or the Social Insurance Institution comes, a frantic search of files and paper archives begins.
Did you know that there is another way? An alternative is electronic employee records.
What is an employee records?
An employee records is an employee’s electronic personnel file – a digital repository that collects all required electronic personnel and employee files in one secure location. Instead of paper documents, physical files, binders, and cabinets, companies can store HR documents, contracts, certificates, statements, and consents in electronic form, accessible from a browser, from anywhere.
Employee records not only eliminates paper and chaos, but also organizes documentation in accordance with applicable labor law, automates repetitive tasks, and increases data availability – both for the HR department and the employees themselves.
When did employee records become available?
The possibility of keeping e-files, i.e., electronic versions of personal files, appeared on January 1, 2019. It was then that changes in the Labor Code allowed employers to abandon paper in favor of digital documents. The condition? The e-file must meet specific requirements, including being properly secured and signed with a qualified electronic signature or seal.
Learn more about the Hatiroo® employee records
Employee records, which automates and organizes the management of personal files
Hatiroo® automates the entire process of HR documentation management – from the moment an employee is hired, through the signing of contracts, to the archiving and sharing of personal files. It allows you to keep employee records in an organized and systematic manner.
The system generates the required employment-related documents in accordance with procedures, enables their electronic signing, and then automatically assigns them to the appropriate categories in accordance with labor law regulations.
There is no need to remember where to put what – e-Teczka in Hatiroo® guides HR department employees step by step, and automation supports the entire process. If something is missing or the documentation is incomplete, the system will remind you.
- categories A–E in accordance with the regulation,
- a complete set of metadata,
- automatic document numbering,
- documents always signed with a qualified electronic signature,
- archiving in accordance with regulations,
- personal data security.
7 problems that Hatiroo solves
Ready for inspection
Hatiroo® employee records contains a complete history of activities. Each document has its own status, date of signing, responsible person, and above all, it is archived and ready to be shared.
When an inspection from the National Labor Inspectorate, Social Insurance Institution, or other authority occurs, there is no need to frantically search through files, binders, and cavernous cabinets. Simply access the employee’s profile, click “export,” and you are ready.
Order, accessibility, and functionality – not just for HR
- download their documents,
- check if everything is in place,
- submit a request for a certificate (e.g. to a bank or university).
Electronic employee file, or digital assistant
- streamlines the work of the HR department,
- facilitates the storage and management of employee documentation in digital form,
- saves time for the entire organization,
- gives employees greater independence in their company,
- protects important documents from damage,
- protects the company from the risk of non-compliance with regulations,
- supports the digitization of processes in the company.
Managing employee documentation in electronic form is not only convenient—it is also a way to ensure order, increase efficiency, improve security, and build a professional image for your company. Implementing Hatiroo® employee recordswill enable your company to operate more efficiently and ensure compliance with Polish law.
Author:
Krzysztof Rosół, CEO Hatiroo®
An expert in the field of document circulation and electronic signatures. For over 15 years, he has been designing business processes and advising his clients on work efficiency. He is the architect of many document circulation system solutions, including the Hatiroo® system.
