More and more entrepreneurs are appreciating the advantages of keeping employee files electronically using e-files. This modern form of employee records management is being used by accounting firms that deal with human resources and payroll services. These are accountancy firms that are moving with the times in terms of the development of technology and the digitalisation of business processes. What you need to know about e-descriptions and what benefits does it bring? Read the summary prepared by our accounting office!
E-documents vs. accounting office
E-files are the electronic equivalents of traditional employee file folders in which employee records are stored. Documents such as:
- employment contracts and their addenda
- employment certificates
- holiday requests
- medical certificates
- documents relating to employee appraisal
- other documents required by labour legislation
What are the benefits of keeping e-files
The main advantages of implementing e-files in HR and payroll include:
- saving time and space: Electronic filing of documents eliminates the need to store physical folders, which saves space in the office. Searching e-files is much faster than searching paper files.
- easy access to data and ease of management: documents in electronic form are easily accessible to authorised persons from any location. This makes it possible to manage employee records quickly and efficiently.
- security: modern electronic document management systems ensure a high level of data security, protecting it from loss, destruction and unauthorised access.
Maintenance of e-files by accounting office
Maintenance of e-files by accountancy firms is fully compliant with applicable labour and data protection legislation. It is legal provided that certain requirements are met.
The Labour Code specifies provisions concerning the keeping of employee records in electronic form in Poland. The Minister of Family, Labour and Social Policy has also described them in regulations. The key requirements are:
- Authenticity and integrity: documents must be signed with a qualified electronic signature or bear a qualified electronic seal, thus ensuring their authenticity and integrity.
- Data protection: e-document management systems must comply with the provisions of the RODO, providing appropriate technical and organisational safeguards to protect employees' personal data.
- Storage period: employee documents must be kept for a certain period of time (usually 10 years after the end of the employment relationship, according to employment law)
Implementation of e-files in the accounting office
In the first instance, you need to select an electronic records management system. It must meet legal requirements and provide an adequate level of data security. Employees of the accounting office should be trained especially on how to use the new system and how to follow the procedures involved in maintaining e-files. Existing paper documents can be scanned and transferred to electronic form, taking care to secure and describe them appropriately. Systematic monitoring and updating of the system and e-file procedures will ensure compliance and efficiency.
Electronic employee files - is it worth it
To sum up, keeping employee files in the form of e-files is a state-of-the-art solution that brings many benefits to entrepreneurs. It also greatly facilitates operations in accounting office. Time savings, improved records management and increased data security are just some of the advantages of this modern solution. It is important that the implementation of e-file complies with current legislation and personal data protection standards. With proper preparation and the use of modern tools, e-files can become an effective tool to support employee records management in any company.
