What is an E-Folder? 6 Reasons Why You Should Have One
Legal regulations oblige employers to maintain and store employee files for many years. Unfortunately, this is an expensive obligation. Did you know that employers' costs for maintaining and storing employee documentation amount to approx. 130 million PLN annually? These are data from the government website gov.pl.
Digitization of employee documentation is a response to the expectations of reducing business operating costs. Already in 2011, the Lewiatan Confederation of Employers appealed to the Ministry of Labour to introduce electronic personal files.
"Changing the rules of archiving and storing employee personal files will reduce administrative costs related to employing workers and encourage employers to increase employment in their companies," reads the PKPP Lewiatan website.
Since the beginning of 2019, entrepreneurs can finally maintain employee personal files in electronic form. Where to start the "good change" in your company?
E-file – what is it?
An e-file is nothing more than an employee file maintained in electronic form.
Switching from paper documentation to electronic involves scanning documents, converting them to PDF format, and affixing a qualified electronic signature, which guarantees compliance with the original. Such a file is stored in the appropriate tab in the e-File.
Why set up an e-file?
There are many benefits of implementing e-files. Here are the most important ones:
1. Storing documents in one place
An e-file is a complete knowledge base about a given employee. With a few clicks, you can obtain any information from the entire employment history. The work done once (scanning documents into the system) pays off every day.
2. Instant access to files
Employee documentation in electronic form primarily means quick access to files and easy document searching. You can use the e-file anywhere and anytime; all you need is a laptop and Internet access.
3. Automation of HR and payroll processes
The e-file eliminates the need to perform repetitive and time-consuming tasks. You can say goodbye to manually entering the same data. Especially when the e-file has a barcode!
4. Reducing storage-related costs
By choosing the electronic version of employee documentation, you reduce archive maintenance costs. You do not pay for storage space, security systems, or proper destruction of files after the statutory storage period.
5. Less paper consumption
You can give up binders, paper folders, forms, and piles of sheets – the forests will thank you! After scanning documents, you no longer need to store paper personal files; you can issue files to employees – thus, no more papers.
6. Data security
Digitizing documents eliminates the risk of loss or destruction. It also protects against data leaks (which is especially important in the era of GDPR); only authorized persons have access to e-files.
E-file – requirement or convenience?
Implementing e-files is not mandatory, but postponing it makes little sense. The amount of documents grows month by month, and so does the work related to their processing.
It is worth undergoing the process of digitizing personal files now, especially since it does not have to involve multimillion budgets and long implementation times. If your company uses the SAP system, the implementation of e-File will take a few days. And you will see the benefits in the form of streamlining, automation, and support of daily work immediately.
Haergi company provides the application e-File for SAP HR and software for qualified electronic signature. Check out our products!
e-File · digitization · E-FOLDER