The time of decision has come – we are leaving the paper era. You’ve been working in human resources for years, using proven solutions, and now you’re wondering how new technology can support you in your daily work. Software providers tempt you with their offers, and you don’t know what to choose. There is constantly something more urgent to do….
Wondering whether to use an e-document? Here’s a list of possible objections and our answers to them:
1. The product is too expensive
E-file costs a lot – it may seem that way, but it’s a myth. You pay once, and end up saving time and money on paperwork you had to deal with every day.
According to government figures, costs on the part of employers for keeping and storing employee records amount to about PLN 130 million a year. The new legal solutions were created, among other things, to reduce these expenses.
What is the reason for the price of e-file? It consists of the reliability of the application, our many years of experience and the support we give you during and after the implementation process. Our product is closely tailored to your needs, so feel free to contact us – we will give you the best possible offer.
Still wondering? The price seems too high? Imagine losing your entire archive of employee files due to a fire or flood. How much time and money will it cost to restore it?
Do you decide to make a purchase? Bravo! Investing in an e-file allows you to search and process employee data at the click of a mouse. You only pay for the cost of maintaining the system, which you use every day anyway in other departments of the company (SAP).
What happens if you decide not to move your employee files to the virtual world? Nothing. You will keep your files as before. However, regulations are changing and in a while you may have to digitize. Isn’t it better to do it quietly now, cheaper, on your terms?
2. Knowing life, I will have an e-file and a huge archive
In a word, you are afraid of double work. Remember, however, that the e-file practically eliminates the need for a paper archive.
According to the law, for employees hired before January 1, 1999, you have to keep a 50-year archive, for those hired later, a 10-year archive. The new regulations allow it to be an electronic archive.
By introducing an e-file, you get rid of the huge pile of papers and the obligation to keep them in order. What a relief!
Imagine another scenario: your paper archive grows and you find it increasingly difficult to find anything in it. Lost, damaged documents give you a headache. You’re in trouble when you fail to deliver them on time when requested by state institutions.
You are doing a real double job now that you are leaving the status quo. You maintain a large archive and at the same time use an HR and payroll program, which, however, does not meet the requirements of the law, making it impossible for you to give up the paper archive. Is it worth it?
3. Won’t it be lost to me? The paper lies and the system crashes?
Does the data entered into the e-file stay there forever? Yes, our system is very well secured – there is no possibility that documents will be lost.
E-file is based on the database of the SAP system – it is a reliable leader in enterprise software (it was created in Germany more than 40 years ago!).
You are afraid of a system failure, but you are not afraid of a flood or a fire that destroys everything in an instant – isn’t it a paradox? The system will work faultlessly for decades. All you need is regular maintenance and doing back-ups to have peace of mind.
The world is moving forward. Staying still, over time you fall more and more into digital exclusion. You don’t grow, the competition overtakes you, and young people choose a more progressive employer.
4. Supplier has access to information from documents
Worried about data confidentiality? E-file has built-in security for access to personnel documents. No unauthorized person has the right to see them, not even a Haergi employee. The security of our customers’ data is our top priority!
E-file meets a number of requirements for ICT systems imposed directly by the Regulation on employee records (Chapter 3). Access to the data in the e-file is strictly restricted. In addition, the contract between the client and Haergi dictates that the contractor maintains the confidentiality of the data in case it comes into their possession during technical work or when scanning documents.
Access to paper documents is incomparably easier than to a well-secured e-file. The application ensures that no one but the company owner and those authorized by him can access sensitive data. This is the best way to ensure confidentiality.
5. How is the system secured against hackers?
Afraid of data leakage outside the company? Access to the system is strictly limited. Only authorized people log in to the e-document, and after each login a trace is left in the system, also you can easily know who made changes and when.
Almost half of hacking attacks on companies are the fault of their employees (data from Data Breach Investigations 2021 report). The most common mistakes include failing to destroy documents containing confidential information and sending emails to the wrong people. Bet on training your staff!
Put security procedures in place and make sure everyone sticks to them. This is a difficult but most effective way to ensure data security.
Decision time
Do you continue to use paper documents? Do you have a lot on your plate and need to keep an eye on data security? Costing you a lot of stress and nerves, more and more over time, because the number of documents is increasing?
If the answer to any question is YES – contact us now!
Are you unconvinced? Do you need more arguments? Read the next article on our blog and learn about the conditions for a successful digital transformation.
