The Pandemic as a Catalyst for Change

The COVID-19 pandemic has significantly accelerated the digitisation of employee documentation in Poland. Faced with the need to limit physical contact, employers increasingly turned to electronic tools such as digital personnel files and electronic signatures. Digitisation has become not just a convenience but a necessity.

Benefits of Digitisation

Switching to electronic documents enables faster document workflows, easier data access, and reduced need for physical meetings. It is also a step towards savings, both in terms of storage space required for paper files and office materials.

Legal Requirements

Despite numerous benefits, digitisation in Poland requires strict compliance with legal regulations. Tools used in this process must comply with the Regulation of the Minister of Family, Labour and Social Policy of 2018. It is crucial that the systems applied ensure proper storage, management, and archiving of documents while meeting requirements regarding their security and integrity.

How to Start Digitising?

The first step is a thorough analysis of the current document management system in the company. It is worth assessing what tools and procedures are already in place and determining which of them can be used in the digitisation process. The next stage is choosing software that ensures compliance with regulations and enables process automation.

Procedures and Data Security

Before implementing digital personnel files, it is necessary to develop detailed procedures for managing electronic documentation and conduct a risk assessment. It is important to continuously monitor potential threats, particularly in the context of cybersecurity and personal data protection (GDPR).

Full HR Digitisation

Digital personnel files are just the beginning. Full digitisation should also cover other HR processes such as recruitment, onboarding, contract management, offboarding, health & safety obligations, and management of social benefits funds. The adopted solutions allow these processes to be simplified while increasing their efficiency.

An Investment in the Future

Digital HR transformation is not just an operational change but also an investment in modern organisational management. Thanks to digitisation, companies can operate faster, more effectively, and more sustainably. It is a step towards a modern, agile organisation better prepared for future challenges.

The full article is available in the January issue of HR na Szpilkach.