Piotr Klimowicz
Business Development Manager
The proper maintenance of employee documentation is crucial for every organisation, both in the context of compliance with labour law regulations and the protection of personal data. Employee records can be maintained in traditional paper form, in a hybrid model based on scanned documents, or fully electronically in the form of e-Files. KR Group offers comprehensive support in organising and maintaining HR documentation in every form.
Employee documentation – for whom?
The employee documentation management service is aimed at companies that wish to organise their HR processes and need a secure, regulation-compliant data archiving system, regardless of whether they are just beginning digitalisation or already using modern HR tools. Our offer is aimed at both small and medium-sized enterprises that wish to simplify documentation management, and at large organisations where HR administration requires scalable and efficient solutions.
Employee documentation at KR Group
The choice of the appropriate documentation management model depends on the size of the company, preferences regarding document management and reporting, but above all on the degree of process digitalisation. Our solutions are scalable and flexible, which is why they work well in both small and medium-sized enterprises and in large corporations that need secure and user-friendly tools for managing employee documentation.
Employee documentation – KR Group offer
- Maintenance of personal files in traditional paper form in physical folders in the archive.
- Maintenance of employee documentation in the form of scans. Documents signed in paper form are scanned and stored in the HR system.
- Maintenance of full employee documentation in the HR system in digital form (e-Files) together with an electronic document workflow that streamlines the management of requests, data updates and HR documents.
- Support in the digitalisation of personal files.
- Implementation of electronic employee files integrated with the enova365 system.
FAQ
What are personal files in paper form?
Maintaining personal files in traditional paper form is still a popular model in many companies. Documentation is stored in physical folders in the HR department’s archive at the company’s registered office. Access to them is restricted. It requires appropriate organisation of the archive and compliance with personal data protection regulations and labour law in order to ensure the security of HR information and compliance with the obligations of the data controller. Storing data in paper form may also be part of a hybrid system in which paper documentation coexists with electronic payroll and HR management tools.
How long should employee documentation be retained?
The obligation to retain employee documentation lasts for many years even after the termination of the employment relationship – this is usually a period of 10 years if the employee was hired on 1 January 2019 or later, or if the employer submitted a declaration (ZUS OSW) and an information report (ZUS RIA).
What is the hybrid model of employee documentation management?
The hybrid model combines traditional paper document management with a digital workflow in the HR system. Documents signed in paper form are subsequently scanned and stored electronically, while the originals remain in the archive. A limitation is the need to maintain both a paper and a digital archive, as well as the implementation of an additional document scanning process.
What is an e-File?
An e-File is a model for storing personal files in electronic form in the HR system, with an electronic document workflow. This model enables secure data storage in compliance with GDPR and labour law regulations, and allows quick access to HR information for employees, managers and the HR department. It requires the implementation of an IT system and the use of electronic signatures in some processes. An e-File also allows the requirements for retaining employee documentation to be met easily, even for many years after the termination of the employment relationship (typically a 10-year period).
What is electronic document workflow in HR?
An electronic document workflow is a system enabling the digital management of employee documentation and HR requests without the need to use paper files. Thanks to it, HR processes such as submitting leave requests, updating personal data or approving business trips take place more quickly and efficiently.
HR and payroll - service list
Contact me
