AMODIT electronic employee file workflow diagram

e-File - Electronic Employee Documentation

AMODIT e-File organizes employee records electronically for large workforces and provides easy access to crucial employee data. It makes employee documentation management more streamlined and convenient.

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Electronic employee records organized in AMODIT

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?

More and more companies are transitioning to electronic document archives due to the significant cost savings associated with eliminating paper-based processes. By choosing e-File, you can avoid the expenses of printing, storing, and managing physical documents, and reduce the risk of formal inconsistencies that come with traditional documentation methods.

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.

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.

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.

The same record can also provide access to PIT and PIT-2 tax forms, RMUA contribution statements and payslips assigned to the correct employee and document category.

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.

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.

A clear place for every HR document

AMODIT organizes personnel records into sections A–E, document categories, metadata and chronological numbering. HR teams use one consistent structure to find, review and manage employee documents across the organization.

Completeness rules identify missing items and approaching dates. The workflow can also flag potential duplicates by document category and date, so HR reviews them before deciding whether the extra copy should remain in the file.

The same record can include documents delivered to employees, including PIT and PIT-2 tax forms, RMUA contribution statements and payslips.

Move from a missing item to a completed record

AMODIT compares the requirements list with each employee record, identifies gaps, and lets HR assign completion tasks to responsible people. The customer configures requirements for each document category.

A completed document from an employment, declaration or signing workflow can be transferred to the employee record without uploading the file again. The transfer method and metadata scope are agreed when the workflows are connected, so the user can verify the employee and document category before filing.

Manage retention and export complete records

When employment ends, the employee file can move into an archive while AMODIT tracks the retention periods and follow-up dates defined for the process. Reminders and changes to the retention schedule remain connected with the record in AMODIT.

For a handover or system migration, teams can export selected documents or complete files. The configured package can contain PDF documents, XML metadata and reports grouped by company and document category.

HR can validate completeness, resolve missing items and repeat the export for selected records before releasing the final package. This preserves the link between each document, employee and personnel-file section.

Correct document assignment and keep deletion under control

If a document has the wrong category, metadata or employee link, an authorised user can re-index it under the organisation’s rules. Keeping registration, verification and filing as separate steps helps catch an error before the document remains in its final location.

When a configured date is reached, a document can first be flagged for review. The flag, the responsible person’s decision and the actual deletion remain separate actions governed by the agreed rules and permissions.

One e-File across multiple legal entities

For groups with several companies or branches, employee records can follow the organizational structure and remain separated by entity. HR users work within their assigned scope, managers access cases for their teams, and employees receive their own documents and forms.

Role-based, multi-level permissions control both data visibility and the actions available at each step. Substitutions, alternative approval paths and temporary access for an external participant can be configured where the process requires them.

The group keeps a shared approach to electronic records while confidential information remains available only to the people responsible for the relevant employee or task.

Turn paper or legacy records into working e-Files

A digitization project starts by preparing the files and agreeing the document categories and metadata. Paper archives may go through secure transport, a pilot scan, production scanning and image-quality improvement. A system migration starts from the available files and the metadata exported from the previous application.

Documents are then separated, indexed and assigned to the correct employee and personnel-file section. Quality checks cover scan readability, index accuracy and the completeness of a trial import before further batches enter the production environment.

PDF packages and XML metadata can be transferred in batches, including through SFTP. Once import reports have been reviewed, the records are ready for day-to-day work in AMODIT; where included in the project, the paper files are reconstructed and returned.

Choose an e-File tailored to the needs of your organization!

Depending on your company’s needs and budget, you can select a solution that meets all your expectations. The AMODIT electronic employee file is available in two versions: standard and a tailored e-File. Here’s how they differ:

Choose the best solution for your company

Standard e-File

Employee records compliant with requirements.
Support for various employment types.
Automated document numbering.
File completeness check.
Duplicate control.
Two-tiered permission system.
Sensitive data encryption.
Monitoring of expiration dates.
Notification system.
Electronic document signing compliant with regulations.
Capability to sign documents with employees.
Option to use OCR.
Integration with external systems (ERP and HR/payroll systems).

Modules, integrations, and permissions are selected for the customer’s workflow.

Tailored e-File

The Tailored e-File includes all the features of the Standard e-File, along with additional functionalities designed to enhance the daily operations of your HR department.

Custom Permissions: Assign permissions for documents and employee records.
Multi-Company Support: Ensure data isolation between companies.
Initial Scanning and Documentation Upload: Scan paper documents, read and prepare metadata, prepare files for import, and import them into the AMODIT system.
Documentation Migration: Transfer records from another application.
Integration: Enable outbound communication from AMODIT.

Other Processes Implemented with AMODIT During e-File Deployment

In addition to the core functionalities of managing e-Files and employee documentation, the AMODIT system enables the implementation of additional processes that support comprehensive HR digitalization and automation.

Employee Portal: Access documents such as PIT-11 forms, RMUA, payslips, manage personal data, submit leave requests, and business trip details.
Financial Requests and Additional Benefits: Financial support and subsidies.
Employee Benefits and Loyalty Programs: Manage multisport cards, medical care, private insurance, and PPK (Employee Capital Plans).
Administration and Employment-Related Processes: Oversee onboarding of new employees, employee evaluations, offboarding, contract termination processes, and time tracking.

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.

Read Case Study

1Does everyone need access to the complete employee record?

No. Read access and available actions can depend on the user’s role, document category or organisational unit. The access model is designed for the organisation.

2Can a document be corrected after it has been filed?

The workflow can allow an authorised person to edit or re-index a filed document in a controlled way. The organisation defines the scope and conditions for those changes.

3Does reaching a configured date automatically delete employee records?

In an example configuration, the system first flags records for review. The responsible person makes the decision and performs the deletion under the applicable permissions.

Optimize Key Areas

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.

Enhance project monitoring and management for your IT team with an efficient, automated system.

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