E-files and employee personnel files

Obligation to maintain personnel files

The Labor Law requires employers to maintain personal files for each employee. As of January 2019, entrepreneurs have the option (if they so choose) to keep them exclusively in electronic form.

Maintaining employee files in a digitized manner is of particular importance for large companies and groups of companies, for which the volume of employee records often poses logistical and procedural challenges.

In the case of self-maintenance of employee files, such entities must organize appropriate technical measures, i.e. physical security measures (rooms and cabinets), alarms and procedures to sanction access to HR and payroll documents. This means a compulsory investment of time and budget in order to exercise at least basic due diligence in fulfilling the imposed duties.

Our offer

As part of HR andpayroll services Warsaw and Katowice branches of Aider Polska (MDDP Outsourcing), we offer you to keep personal files in electronic form, taking into account the legal obligations imposed on employers. For your convenience, we can keep employee records in digital form only or, in a combined option, in both paper and electronic versions.

Aider Polska's (MDDP Outsourcing) offer for electronic employee folders includes:

1. The ability to digitize all employee documents,
2. Maintenance of electronic personnel files,
3. Distribution and archiving of recurring documents,
4. Easy-to-use search engine for employee documents.

Why keep digital employee records?

Digital employee records can be maintained for both your current employees and former employees. This allows you to easily and quickly view your employee files even after termination of employment.

E-file is more than just an electronic personnel file maintained in accordance with labor law requirements. We recommend taking advantage of the experience and solutions of the expert team of the accounting office Aider Polska (MDDP Outsourcing), as part of comprehensive HR and payroll services.

Learn more about the possibilities offered by e-file and electronic maintenance of employees' personal files.