More and more companies are recognising the needs and advantages of the digital document archive file because it not only offers added value for certain processes, but also makes the work of HR teams much easier as well as benefits employees.
Zalaris eFile is a digital document archive that supports the archiving and digitisation of all personal documents as an integrated SAP add-on. It can be viewed via browser on all devices (desktop, mobile, tablet). Due to the pandemic, the need for digitally managed personnel files has increased significantly in many companies – without them, the responsible HR teams cannot work remotely. After all, paper files are not allowed to be taken home for security reasons. And even if it did, only one person would have access to the data at a time.
People managers often show reservations about an electronic document archive and are concerned about improper use or analysis of employee files and their content. These concerns can be quickly eliminated, because with the digital document archive it is possible to control what groups of people can view, upload or edit specific documents within eFile.
Furthermore, it should be borne in mind that a central task of the HR department is the processing of personal data, and this data often has its origin in paper form and is already available to the HR department before the introduction of a digital document archive. If this is done digitally and no longer on paper using an electronic document archive, then the employee screening step can be totally avoided. Only the medium changes – for the better: what previously had to be scanned or typed out manually can be processed faster and more efficiently due to digitisation.
eFile guarantees a transparent and a secured environment
The digital document archive enables transparency to a much greater extent. This is also an advantage for the individual employee. Employees have the right to inspect their personnel file anywhere and at any time. Thanks to the Zalaris eFile, this is much easier and faster: employees do not have to claim their rights in the HR department, instead they can access and review personal documents themselves at any time. This also allows them to check what data is stored about them.
Ensuring data privacy as per GDPR
Regarding access by third parties, the digital document archive offers more security. What happens to printed documents is basically incomprehensible – they can be destroyed or duplicated. On the other hand, with a digital eFile this cannot happen – every processing is documented (logged). This is also important for audits – it is immediately apparent to the examiner whether all relevant processes and a data protection-compliant handling of the documents have been complied with. Deadlines for document deletion are automatically assigned for specific document types in compliance with company policy and data protection law thus making Zalaris eFile solution GDPR compliant.
Coordinating the authorisation management of the digital document archive
In addition to these European directives, the requirements of each individual company can also be applied to the Zalaris eFile. The question of authorisation is relevant here and must be coordinated with the HR department and the respective employee managers. Whether and to what extent other people can access the data can be determined with authorisation management.
The digital document archive should not be understood as a collection of documents that is made available for viewing, it is an opportunity to digitise entire process chains.
It is clear that the HR master data is indispensable, i.e., all the data that is necessary for personnel administration are stored in the digital document archive, however, the personal rights of each individual employee should never be violated. This also applies to the deposited documents, which are important to provide proof.
Advantages of the eFile for employees and HR managers
The coordination between the HR department and the employees is immensely simplified by the eFile. Whether notifications, cover letters, paper applications – employees can upload and download all such information themselves.
For example, an employee needs a certificate from the employer to apply for a job, they do not have to request it from the HR department but can access it themselves in the digital document archive. As a result, they receive the information that is relevant to them faster and the HR department does not have to devote their valuable working time. In addition, digitisation offers the possibility to print less. This not only saves paper costs, but also reduces the company’s CO2 footprint.