At present, there is no doubt that personnel files and other employee documentation (including, for instance, records of working time and payroll) can be kept entirely in soft copy form.

Going paperless calls for three steps:

First, an employer should make two crucial decisions:
 

• which sets of documents will be digitized (e.g. only personnel files or the entirety of employee documentation, and perhaps other sets, too) and
• which groups of employees will be subject to this new solution (current, former or only new employees).

Second, the document scanning process should be planned.

An employer may do this by using its own resources or availing itself of the services of third parties.

In the latter case, it is possible to contract an external party not only to scan the documentation but also to sign the scanned documents using qualified electronic signatures (or stamps), which is required for duly switching from hard to soft copy. 

Finally, the employer should select the tool to keep e-files.

Vendor selection is most frequently triggered by a global decision (the tool in question is already in use by other group companies) or the fact that the tool to keep e-files is one of the functionalities offered by the HR and payroll system used in an organization. 

In every case it is necessary to make a thorough assessment of the e-file software in terms of it satisfying the requirements laid down by the regulations.

The assessment of the tool is a requisite part of the process of switching to e-files effectively and in compliance with the law.  

Find more in the PRO HR October 2021