Regulation on Employee Documentation and the E-Folder
Digitalization, e-File, Electronic signature
If you asked HR and payroll employees what helped them most during the lockdown, it would certainly be personal files in electronic form. And why do we owe this possibility? To new regulations on maintaining and storing employee documentation that came into force in January 2019.
Regulation on employee documentation
Regulation of the Minister of Family, Labour and Social Policy of December 10, 2018, on employee documentation (Journal of Laws 2018, item 2369) introduced new rules for maintaining employee documentation, reorganized the existing systematics of personal files, and specified detailed criteria for maintaining employee documentation in electronic form.
The new regulations replaced the previously applicable Regulation of the Minister of Labour and Social Policy of May 28, 1996 (Journal of Laws 2017, item 894). This regulation did not provide for the possibility of maintaining personal files in electronic form; employers could use this form only as auxiliary. The position of the National Labour Inspectorate in this regard left no doubt – paper files could not be completely replaced by electronic ones (position of the Chief Labour Inspector of January 9, 2010, no. GPP-87-4560-29/10/PE/R).
Changes in maintaining employee documentation
With the new regulation, revolutionary changes came into force, which employers had long demanded. Entrepreneurs were given a choice between maintaining employee files in paper or electronic form.
Employee documentation maintained electronically became equivalent to documentation in paper form.
E-Files – personal files in electronic form
From January 1, 2019, documents that you store in files and for which a written form must be preserved may be in electronic form. These are so-called e-Files.
The regulation specifies detailed criteria for maintaining and storing e-files. It imposes on employers requirements, which should guarantee data security.
Employers maintaining documentation electronically are obliged to implement IT solutions that:
● enable identification of the person making changes in the HR and payroll system,
● ensure the integrity of employee documentation.
E-File for managing e-documentation
Looking for a system to store your company's employee files? First of all, consider whether it meets the requirements of the new regulations. Then read the article: How to choose an e-File?
The application e-File on the SAP platform fully complies with the requirements of the regulation on employee documentation after January 1, 2019. Issue paper files to employees and use their electronic version. Check out our product!
Period of storing employee documentation – how has it changed according to the new regulation? You will find answers in the next article on our blog.
Digitalization · e-File · Electronic signature · application · employee documentation · e-documentation · e-file · gov · regulation