The epidemic has undoubtedly accelerated the process of employers digitalizing their HR processes. This may also pertain to the documentation created within the framework of employee capital schemes whose implementation is now at the final stages in companies belonging to groups II and III.

The digitalization of Employee Capital Scheme documents is particularly justified considering the number of various types of declarations and information submitted under the Employee Capital Scheme. There are approximately 20 documents, which when multiplied by the number of employees and the recurrence of some of these documents signifies a major challenge involving the management of the hardcopy versions of these documents.

There are no legal or technological obstacles impeding the submission of most, if not all of these documents in softcopy or electronic versions. It is true that the regulations require written form when it comes to declarations on not saving, objections to transfer payments and applications to enrol in the Employee Capital Scheme, but this form has not been stipulated under pain of being null and void. Therefore, these documents may also be submitted and accepted in softcopy or electronic (documentary) form. These declarations will still be valid.

When creating electronic versions of documents, it is worth remembering that their method of submission must make it possible to identify the person submitting them. This may be done by using an official e-mail address, personal login data in the employer’s Intranet or by using a smartphone app. It is worthwhile to regulate these issues in the internal procedures defining the rules for conducting an Employee Capital Scheme in an organization.

Find more in the PRO HR October 2020.