Zakłady Farmaceutyczne Polpharma S.A. – Electronic Employee Records in Practice
Introduction
Zakłady Farmaceutyczne Polpharma S.A. is the largest producer of generic medicines in Poland, headquartered in Starogard Gdański. Operating on the international market, the company boasts five production facilities in Poland and branches abroad. Polpharma has been setting industry standards for years, focusing on innovation and modern technologies. As part of its digital transformation, the company implemented the AMODIT system to streamline HR document workflows and automate business processes.
Electronic Employee Records - Why Did Polpharma Choose AMODIT?
The decision to implement the AMODIT system was the result of a thorough market analysis.
Based on the analysis of potential providers, AMODIT made the best impression in terms of system security, consultant professionalism, and tool flexibility.
The flexibility and functionality of the system were key factors in the decision-making process. AMODIT allows the customization of document workflows to meet the specific needs of the company while ensuring full data security and compliance with legal regulations.
How Does Polpharma Implement Electronic Document Workflow?
The AMODIT system is being implemented in the HR area to digitize employee documentation. A key element of this process is the electronic employee records (e-Files), which enable:
Storing documents in digital form
Eliminating the need for physical archives.
Quick access to employee records
Real-time viewing and updating of data.
Compliance with legal regulations
eFile meets the requirements for storing and maintaining employee documentation.
The implementation also includes electronic signatures, including advanced signatures and the integration of qualified signatures, which:
Enable fast contract signing
Allow for quick document signing without the need for printing.
Ensure security
Guarantee legal and technological security in compliance with eIDAS regulations.
Facilitate document approvals
Streamline the approval processes for contracts, policies, and other HR documents.
We are in the process of implementing the system in the HR area, specifically focusing on the e-File solution, along with full automation and digitization of signatures, advanced electronic signatures, and qualified signatures.
Electronic Employee Records - Benefits of Implementation
Electronic document workflow brings numerous benefits, including:
Elimination of paper documentation
Time and cost savings, along with greater process transparency.
Automation of business processes
Reduction of errors and shorter task completion times.
Data security
Digital documentation is protected in accordance with the highest standards.
Easy access to documents
For both HR departments and authorized employees.
Support for electronic signatures
Simplification of formalities and increased convenience.
Compliance with legal regulations
Full support for requirements related to maintaining employee documentation.
The Importance of Integrating e-Files with Electronic Signatures
The integration of e-Files with electronic signatures plays a crucial role in the digitization of employee document management processes. This combination allows all documents to be signed without the need for printing, mailing, or physical archiving, significantly accelerating process execution. Both qualified and advanced electronic signatures ensure compliance with current legal regulations while providing a high level of security.
This integration also enhances work convenience—documents can be signed entirely remotely. Automating this process reduces the risk of errors, increases operational efficiency, and saves time that can be allocated to other tasks. In the context of HR management, this integration forms the foundation of modern, flexible, and efficient processes, while simultaneously reducing costs and streamlining daily operations for both HR departments and employees.
Collaboration with Astrafox
A successful implementation of an electronic document workflow system depends not only on choosing the right tool but also on the quality of collaboration with the solution provider. In Polpharma’s case, the support of the Astrafox team played a key role. They not only delivered the AMODIT system but also actively participated in every stage of the project execution.
We have completed the first phase of prototype acceptance, which Astrafox carried out and configured very quickly and efficiently. (…) All the milestones set so far have been successfully achieved.
Thanks to the professional approach and flexibility of the Astrafox team, the company can achieve its objectives and fully leverage the potential of the system.
The electronic document workflow is transforming the way Zakłady Farmaceutyczne Polpharma S.A. manages HR processes. By implementing the AMODIT system, the company focuses on automation and digitization, simplifying daily document management, eliminating paper, and saving time. e-Files and digital signatures provide fast, secure access to data while ensuring compliance with legal requirements.
With the system’s flexibility and professional support, Polpharma gains a tool tailored to the needs of a modern organization. It’s a step towards greater efficiency, better organization, and complete digital transformation, benefiting both the company and its employees.
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Optimise Key Areas
IN YOUR COMPANY
Human Resources
Store all employee data in one place and simplify HR tasks through automation.
Finance
Automate financial workflows and reduce errors resulting from manual tasks.
Legal
Optimize the work of your legal department – organize contracts and addenda in a single system, granting your team easy access to vital information.
Administration
Reduce delays, avoid errors, and eliminate lost documents by automating administrative workflows.
IT
Enhance project monitoring and management for your IT team with an efficient, automated system.