Quick and simple digitisation
of employee documents
in the form of an e-file
To handle HR processes efficiently, more and more companies are deciding to keep employee records in electronic form. With an electronic file solution within the XPRIMER platform, you will ensure the required level of security for storing files, easy access to them and reduce administrative handling costs.
enabling employees to access documents anytime, anywhere via a browser.
ensuring that new documents can be quickly added to folders and easy access to them.
by organising documentation in chronological order, consistent numeration and unified structure.
thanks to features enabling easy searching for documents.
by access control to files and by recording all operations that manipulate employee files.
by providing the possibility of completing files with company-specific documents.
Digitalising files means eliminating the costs of maintaining a company archive or avoiding the services of external companies specialising in document storage.
The ability to easily perform backups and increase protection against data loss improves the security of your organisation’s operations.
By eliminating the need for repetitive and time-consuming tasks, the system streamlines HR processes.
The electronic personnel files contain the complete employee records, which can be accessed with just a few clicks.
The system verifies the data entered, informing of missing or unsigned documents.
Keeping records in the form of an electronic files builds a positive corporate image based on a paperless approach.
Contact us and arrange a meeting, during which we will present how XPRIMER.EPF works.
According to the legislation, the Electronic Personnel Files consist of Part A (documents gathered in relation to the application for employment and medical referrals and examinations), Part B (documents related to the establishment of the employment relationship and the employee’s employment history), Part C (documents related to the termination or expiry of the employment relationship) and Part D (warnings, penalties, reprimands).
At the same time, the user may specify additional documents which he or she wishes to include in the folder, e.g. applications, approvals and statements related to the employment of a given employee concerning, for example, records of working time, annual leave, salaries and other benefits. It may also include records of the assignment of work clothing and footwear.
The Electronic Personnel Files are created for each employee individually. Documents are loaded from the local disk or from the database. Once assigned to the relevant section, selected documents can be linked to other documents (e.g. medical referral with a list of medical examinations). This makes it easier to search for specific information. An authorised user can view documents and add further documents at any time. When browsing through documents, one can select e.g.: all Part A documents for all employees or all Part A documents only for a selected employee or a specific type of document for one employee or a group of employees.
At the same time, the system provides the possibility to set up automatic notifications about missing or electronically unsigned documents in the personnel file.
XPRIMER provides full online access to employee records for the HR Department and, where appropriate, individual lines managers, provided they have been given the appropriate permissions, determining the level of access. The system keeps a full history of changes made to documents.
XPRIMER.EPF also allows removal of data after the expiry of the retention period and, if justified, the extension of the retention period for a given file. Signing of documents attached to the electronic personnel file can be done either as a group for all documents or individually. A qualified or trusted signature is required, and after signing, the system verifies the accuracy of the signature and displays a message confirming the signature status. In order to streamline the workflow, XPRIMER.EPF allows multiple signatures to be placed on a single document.
XPRIMER.EPF enables to eliminate repetitive and time-consuming activities and streamlines, among other things, the issuing of employee documentation. It may be provided to employees and authorised bodies in both paper and digital form.
The electronic documentation copy contains the employee’s data and information concerning the electronic signature with which the items were signed. Importantly, it is possible to release either the entire file or selected documents by selecting them with a few clicks in the user panel.
With a browser and mobile app, the XPRIMER platform offers HR staff constant access to company resources.
The Electronic Personnel Files allows several people to work with the same documents at the same time, and employee self-service streamlines the electronic workflow of employment-related documents.
Contact us and arrange a meeting, during which we will present how XPRIMER.EPF works.
Our experts are at your disposal
Define your needs – we will do the rest.
tel.+48 32 420 74 20
kontakt@eqsystem.pl
eq system sp. z o.o.
ul. św. Antoniego 50
41-303 Dąbrowa Górnicza
NIP 629 22 63 139
KRS 0000175772
REGON 278119464
eq system technology sp. z o.o.
ul. św. Antoniego 50
41-303 Dąbrowa Górnicza
NIP 637 01 02 776
KRS 0000108452
REGON 270535105
BDO 000308806
eq system consulting sp. z o.o.
ul. św. Antoniego 50
41-303 Dąbrowa Górnicza, Poland
NIP 6793096787
KRS 0000486510
REGON 122987434
eq system scandinavia oy
tel. +358 40 5570411
kari.juntunen@eqsystem.fi
Copyright © 2019 by eq system. All Rights Reserved.
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