HR and payroll

Personnel files and employee e-files are key elements of HR documentation used to collect, store and manage employee information in accordance with labor law.

In recent years, more and more companies have been switching from traditional paper files to their electronic equivalents – so-called e-files.

Our company provides services for maintaining both traditional and electronic files.

We advise and assist in the digitization process and the selection of appropriate software for its implementation.

In practice, the most challenging aspect isn't document storage itself, but rather their proper circulation and completeness at every stage of employment. Therefore, as part of our support, we help establish rules that structure workflow within the company: who is responsible for collecting documents at the start, when they should be filed, how to describe and organize attachments, and how to document changes during employment. This ensures that files aren't kept "as is," but rather, they follow a consistent, repeatable pattern.

Security and access control are also crucial for e-files. We advise on how to set permissions, roles, and document approval workflows to reduce the risk of unauthorized access and ensure compliance with data protection regulations. In practice, this means, among other things, establishing procedures for storing, sharing, and archiving documents, as well as preparing the company for situations requiring rapid action (e.g., an audit, an employee request for document copies, internal organizational changes).

If your company is planning a transition from paper to electronic, we help you manage this process step by step and without chaos. We support you in preparing documents for digitization, establishing scanning standards and file descriptions, and planning the migration to maintain order and avoid disrupting file integrity. Where necessary, we also demonstrate how to integrate the e-file solution with ongoing HR and payroll management, ensuring documents aren't scattered across multiple locations and ensuring the process is as simple as possible for HR staff.

When selecting software, we pay attention to how the tool performs in daily work: ease of document retrieval, ability to assign permissions, change history, completeness checks, and whether the system can be implemented sensibly in a company of a given size. This means that choosing a solution doesn't end with purchasing a license, but instead truly streamlines workflows and reduces documentation-related risks.

If your company wants to streamline its personnel file management or safely transition to e-files, we can provide support at the organizational and advisory level: from setting up policies and procedures, through preparing documentation, to implementing tools and structuring the process so that it continues to function efficiently in the coming months.