e-File - Electronic Employee Documentation
Are you managing a large workforce and seeking an effective solution to organize employee documentation? Do you want easy access to crucial employee data? The AMODIT e-File system offers a streamlined way to handle employee records electronically. Discover the convenience this tool provides.
Who is e-File for?
The AMODIT e-File is designed for companies that need to store employee documentation in a secure electronic archive. This solution complies with the Regulation of the Minister of Family, Labor, and Social Policy of December 10, 2018. e-File is ideal for businesses managing documentation for hundreds or thousands of employees, Shared Services Centers, Corporate Service Centers managing documentation for capital groups, multi-branch enterprises, accounting offices, small to medium-sized businesses.
Why e-File?
Benefits of e-File for Your Company
Organizing employee documentation is not the only benefit you gain by implementing AMODIT e-File in your company. The key benefits include:
Cost Reduction
Eliminate expenses related to large volumes of paper, office supplies, and physical storage space.
Versatile Usage
Employees can access their documents anytime, and additional HR information can be made available through an employee portal.
Compliance with Regulations
Ensure that your documentation adheres to current legal regulations.
Security
Physical Security – electronically stored documents are protected from damage or loss, unlike traditional paper archives. Data Protection – you benefit from robust security measures to safeguard against unauthorized access.
Transparency and Ease of Use
Newly added documents automatically appear in the appropriate section of the employee’s e-File without the need for manual reorganization and renumbering. This streamlines both the input and organization processes, providing easy access at any time.
Additional Benefits of Electronic Employee Documentation
Flexible Structure
The e-File is composed of two main sections: the employee record and documents in sections A–E. It can be expanded with additional features, such as an employee portal that consolidates all personal and HR data in one place.
Centralized Employee Data
Employee records include essential details like: name, surname, PESEL number, date of birth, date of employment, and current position. These details can be integrated from external systems, such as SAP HR, TETA, or Active Directory.
Clear Document Path
Documents undergo a comprehensive process before being filed in the employee’s e-File: document entry (scanning), potential signature (with the option to approve multiple documents with an electronic signature), scan quality assessment, indexing (assigning to a particular employee, section of the file, filling in other indexing fields such as date, category, values chosen from a dictionary), verification by an HR department staff member, and finally, filing the document in the e-File.
Convenient Employee Search
Documents create a searchable registry, enabling quick access to employee records based on criteria such as position in the organizational structure, first name, last name, or any other values entered into the system.
ADVANTAGES of Our e-File
Integrations
The AMODIT e-File can integrate with any HR systems and other platforms.
Flexibility
The document workflow extends beyond filing into the e-File. You can customize the document’s journey within your company, ensuring it follows any required path.
Collaboration
Simplify information collection from employees or job candidates by providing access to online forms. This reduces the workload for HR staff and streamlines the data collection process.
OCR with AI
Automatically add documents to the e-File using OCR (Optical Character Recognition) with AI. This feature eliminates the need for manual data entry.
E-Signature
Easily sign documents with electronic signature. Whether it’s contracts, gym membership applications or other forms, the e-Signature feature simplifies the signing process.
AI-Powered Reporting Module
Visualize and analyze your data effortlessly using our AI-powered reporting module. With drag-and-drop functionality, you can generate insights without needing technical expertise.
See How Others Did It
Interested in how other organizations are optimizing their processes? Explore case studies from our clients for inspiration and best practices.
Schedule a free consultation.
with one of our specialists to discover how to effectively implement e-File using AMODIT in your company. We’ll guide you through the process step by step.
What areas can you improve
IN YOUR COMPANY?
HR
area
Store all employee data in one place through the automation of HR processes.
Financial
area
Automate financial processes and avoid errors resulting from manual task execution.
Legal
area
Optimize the work of the legal department – organize contracts and amendments in one system and provide your team with convenient access to information.
Administrative
area
Minimize delays, errors, or document losses through the automation of administrative processes.
IT
area
Streamline the work of the IT department by easily monitoring projects at every stage.