The system for managing electronic employee documents, FlexiHRM for e-files, was developed for companies striving to eliminate the traditional document circulation and management and optimizing the daily work with employee documents through the use of IT systems. Its most important features are:
The system reflects the structure of traditional employee personal files, in accordance with the requirements of the labour code. Documents are placed in mandatory parts A, B, C, D. Each document is assigned to a category, which makes it easier to search for documents of a given type.
In addition to documents from personal files, the system can store any other documents in a structured manner, including documents relating to various forms of employment: employment contract, civil law contract, contracts, B2B (self-employment).
FlexiHRM has been designed and developed specifically for the needs of employee document management, considering labour law regulations, large scale of documents (even several hundred thousand) and their specificity. It is not an addition, extension (so-called customization), or an overlay on the existing HR and payroll systems. Thanks to this, it is not required to install and maintain the entire system in order to use the selected functionality.
An integral element of the system is a document digitization module that directly uses a scanner and enables the loading (scanning) of many documents at once – the so-called mass scanning. These documents are automatically divided into individual tasks and entered into the queue of tasks waiting to be processed (describing, evaluating the quality of the scan, placing an electronic signature, etc.).
In order to be able to keep personal files only in electronic form, the documents must have an electronic signature. In traditional solutions, each document is scanned individually, then signed with an electronic signature and finally placed in an electronic archive. In the case of FlexiHRM, the electronic signature (assigned to a designated user) is built into the system and the act of signing itself takes place automatically.
With hundreds of documents to be processed, these functionalities significantly simplify and shorten document registration in e-files.
The system also allows you to load the entire batch of signed documents from the disk, which allows you to use the work already done.
The process of registering documents includes describing them with many characteristics. Each of the values entered in this way (metadata) and automatic data (such as dates) are parameters that can be used for searching.
The search engine allows you to set your own layout of search results columns, displaying only those columns that are important for a given user. The possibility of in-text search has been introduced for many parameters.
In addition, there are traditional functions for sorting and filtering data.
Users can search for documents in a tabular and tree layout – the one that corresponds to working with documents in a traditional form.
The system is primarily a work tool for the HR team. After searching, each document can be downloaded to the desktop, printed, or read on the screen in a universal PDF viewer (with all its functions for viewing images).
The system administrator or key user of the system may grant any employee, permanently or for a selected period, access to even one personal file of an employee. In practice, you can imagine that in larger organizations, each HR employee manages the documents of the departments, service lines, etc. assigned to him. Another often encountered solution is to assign management role to one person. All such needs are easily configurable in the system.
The possibility of processing employee documents of many entities at the same time has also been introduced. This means that the access to documents of employees employed in various entities can be granted to one user, e.g., an employee of a central HR structure or an SSC. This function is very useful for holdings and capital groups.
In the document registration module, FlexiHRM has a built-in workflow mechanism that allows the described document to be directed to another user who verifies the correctness of the entered data. At each stage of processing, an image of the document is available. This is optional and is useful when documents are introduced in a distributed environment, in multiple locations.
Documents contained in individual parts of the personal file are automatically numbered in order to keep the chronological order. In the case of removing a given document from the files (e.g., after the expiry of a penalty), the numbering is automatically corrected. And if the need arises, a user with appropriate permissions can correct the numbering on their own. It is also possible to print a full list of documents contained in a given part of the document.
The number of parts of the personal file (currently A, B, C, D1-n) is unlimited. Depending on the needs (e.g., changing regulations), you can create additional parts (D) and categories of documents that should be included in them.
At any time, a user with granted permissions can extract the entire repository to a network drive. Each document is represented by two files: an image in PDF and metadata in XML, which makes it possible to transfer such data to any other system (which is designed to accepts such data and data formats).
You can also generate documents contained in one file folder into one individual PDF file. This is a particularly convenient function when it is necessary to provide documents of one employee, e.g., for inspection.
The system also stores a log, recording user activities in the system and on personal data.
If you are interested in the system for managing electronic personal files (e-files), please contact our experts in MDDP Outsourcing in Katowice and in Warsaw.