Where to start with implementing e-files in your organisation? HRK’s guide to digitising employee documentation

Today, the digital employee file (e-file) is one of the key elements in the modernisation of HR and payroll processes. Implementing a solution such as DigiTeczka powered by HRK & LOGITO not only allows you to organise employee documentation, but also increases data security and efficiency, streamlines the work of the HR department and ensures full compliance with labour law, GDPR and eIDAS regulations.

Electronic personnel files organise documentation, eliminate the risk of errors, speed up HR processes and ensure full control over data. This solution supports both HR departments and the entire organisation on the path to digitalisation.

For this process to be successful, it is worth starting with a few key steps.

Analysis of HR needs and processes – the first step towards implementing e-files

Effective digitisation of HR documents begins with a thorough diagnosis of the current situation. At this stage, we assess:

• the method of document storage,
• the time consumption of individual HR processes,
• the level of automation of activities,
• the compliance of current practices with labour law, GDPR and eIDAS.

This analysis allows us to determine the real needs of the organisation and the objectives to be achieved by implementing e-files.

Organising documentation – the foundation for successful implementation of DigiTeczka powered by HRK &LOGITO

Before documents are entered into the electronic system, they must be carefully organised. This is one of the most important stages of e-file implementation, minimising the risk of errors and significantly speeding up further activities.

1. What does organising documentation involve?
Review of employee documentation
We verify:

• the completeness of personal files,
• the presence of documents required by labour law,
• duplicates and outdated or illegible documents,
• file formats and storage methods.
• Standardisation of file formats, names and structure

2. Standardising documents facilitates digitisation and integration with the documentation storage system. We create, among other things:

• format standards (e.g. PDF/A),
• document naming conventions,
• folder and metadata structure.
• Filling in gaps in documentation

This is the time to identify missing contracts, annexes or certificates and fill them in, in cooperation with employees or relevant departments.

3. Digitisation of paper files
Documents are scanned in accordance with applicable standards, while maintaining:

• appropriate scan quality,
• compliance with GDPR and eIDAS,
• the highest data security principles.

Choosing an e-file system — what to look for?

There are many solutions available on the market, from simple e-files to comprehensive HR platforms, but the system should be tailored to the organisation. When choosing an e-file, it is worth assessing:

• the supplier’s experience in the area of HR and payroll,
• the scope of technical and implementation support,
• the level of security and compliance with regulations,
• flexibility and adaptability to company processes,
• long-term cost-effectiveness.

DigiTeczka, developed by HRK and LOGITO, was created for organisations that expect a stable, secure and legally compliant solution — fully supported by HR and payroll experts.

Involvement of key departments — HR, IT and legal

The implementation of an e-file is a project that requires the cooperation of several areas of the organisation:

• HR – preparation of documentation, verification of compliance with HR policy, setting standards,
• IT – system implementation, integration management, data security,
• Legal department – compliance with labour law, GDPR and internal documentation.

Good preparation and cooperation between these teams significantly increase the speed and security of the process.

Training and communication – the key to acceptance and effective use of DigiTeczka powered by HRK &LOGITO

Digital personnel files are not only a change in the system, but also a change in the way we work. That is why it is so important to:

• train HR teams in the use of the tool,
• clearly communicate the purpose of the implementation,
• engage end users.

A knowledgeable and well-prepared team is the basis for the effective use of e-files.

E-file implementation plan. How to plan the process for success?

Successful implementation of e-files requires a well-thought-out schedule and control of each stage of the project. The key elements are:

• Phased document digitisation – in accordance with legal and operational priorities.
• Resource management – availability of HR and IT teams and appropriate IT infrastructure.
• Testing, piloting and evaluation – allowing any errors to be identified before the system is fully launched.

A well-prepared plan minimises the risk of downtime, errors and additional costs.

DigiTeczka powered by HRK & LOGITO – a secure and modern solution for your organisation

DigiTeczka powered by HRK & LOGITO is a digital e-folder prepared by HRK Payroll Consulting experts in cooperation with IDEO based on the LOGITO system. It combines:

• full compliance with regulations,
• high data security standards,
• intuitive operation,
• implementation support from HR experts.

If your organisation is planning to digitise its employee documentation, we will support the entire process from analysis and data preparation to implementation and training.

Contact us to start implementing the e-folder in your company.