At Payroll 360, document digitisation is the service of converting paper personnel files and HR documentation into an organised electronic archive. It covers the preparation, scanning, verification and structuring of documents, so that your company can safely use a digital archive and work with HR data faster.
Digitising personnel files becomes particularly important when paper HR documentation starts to hinder day-to-day HR administration, the checking of file completeness and fast access to data. In practice, this applies to companies with an extensive employee archive, those operating across multiple locations, or those wanting to organise their documentation before further automating HR processes. For international groups, digital files also give the head office secure, remote insight into the documentation of its Polish entity – with no need to maintain a paper archive or be physically present in Poland.
We offer the digitisation of personnel files and HR documents, aimed at creating an organised digital archive of employee documentation. Depending on your company’s needs, the service can cover document preparation, scanning, verification, checking file completeness and organising resources for work in electronic form.
Digitising personnel files covers the preparation, scanning and organisation of HR documentation so that it can be used securely in electronic form. The process can cover both current employee files and documents held in the archive.
We begin the HR document digitisation process by agreeing the scope of work, how the files will be handed over and the rules for data access. We then prepare the documents for scanning, organise the files, assign them to the correct parts of the personnel file, and hand your company an organised set of digital resources.
We match the model of cooperation to the scope of digitisation, the way HR documentation is stored, security requirements and your company’s organisational capabilities. The service can be delivered remotely, at the client’s premises, or in a model that includes secure transport of the files and digitisation at Payroll 360.
A remote model of cooperation for digitising HR documents, based on an agreed method of handing over files, secure data exchange and ongoing communication with the Payroll 360 team.
Remote verification and processing of documentation
A model of cooperation carried out at your company’s premises, particularly where HR documentation should remain within the organisation during scanning and organisation.
Digitisation at the client’s premises / remote verification
A model that combines the digitisation of personnel files with additional work to organise the documentation, prepare digital resources and, optionally, transport the files securely.
File transport / on-premises digitisation and verification
In the HR document digitisation process we use the Archivista system, which supports the organisation, indexing and secure storage of documents in electronic form. The solution makes it easier to build a digital archive of personnel files and to work with organised HR document resources.
Archivista meets the requirements of the Regulation of the Minister of Family, Labour and Social Policy on the IT system for keeping and storing employee documentation in electronic form. Archivista ensures:
By integrating Archivista with the enova365 system, we give our clients access to digitised employee documentation directly within the HR & Payroll module of enova365.
When implementing Archivista, we apply technical and organisational measures to protect your employees’ confidential data.
Once the application is implemented, you gain access to a range of useful features, meaning that you can:
Before we begin, we analyse the scope of your HR documentation, how it is stored and your preferred digitisation model. On this basis we define how the files will be prepared, the rules for handing over documents, the scope of responsibility and the delivery schedule.
Choose a convenient time to talk to a specialist. You can do this via Bookings, or by contacting us by e-mail or phone.
During the meeting we discuss the scope of the HR documentation, how digitisation will be carried out and the model for handing over or scanning the files. We also agree the requirements for data security, document access and the target organisation of the digital resources.
After the meeting, we prepare a proposal tailored to the scope of documentation, the chosen model of cooperation and your company’s needs.
