FlexiHRM e-file

What is FlexiHRM?

FlexiHRM electronic employee document management system, e-file FlexiHRM, was developed for companies seeking to eliminate traditional document circulation and management and optimize daily work with employee documents through the use of IT systems. Key features:

Configurable and error-avoidance-oriented step-by-step document capture process,
Extensive management of document and function access permissions,
Advanced search with personalized tabular and tree-based settings,
Monitoring of document expiration dates,
Tracking the completeness of documents in all folders (automatically indicating which documents are missing from them),
Compliance with the provisions of the law allowing personal files to be maintained only in electronic form,
Generation of extracts from files, full repository, selected folders to PDF and XML files,
Built-in functionality for electronic signature,
Logging of actions performed by users (e.g., for RODO purposes).

Benefits of e-file

- The system reflects the structure of traditional employee folders, as required by the Labor Code. Documents are placed in mandatory sections A, B, C, D. Each document is assigned to a category, making it easier to search for documents of a particular type.
  
  In addition to documents from personnel files, any other documents can be stored in the system in a structured manner, including documents relating to various forms of employment: employment contract, civil law contract, contracts, B2B (self-employment).
- FlexiHRM was designed and developed specifically for the needs of employee document management, taking into account labor laws, large scale of documents (even several hundred thousand) and their specifics. It is not an add-on, an extension (so-called customization), or an overlay on already existing HR and payroll systems. As a result, it is not required to install and maintain the entire system to use the selected functionality.
  
  An integral part of the system is a module for digitizing documents, directly using a scanner and allowing loading (scanning) many documents at once - so-called mass scanning. These documents are automatically divided into individual tasks and entered into a queue of tasks awaiting processing (describing, assessing the quality of the scan, applying an electronic signature, etc.).
  
  In order to take advantage of electronic-only personnel records, the documents must bear an electronic signature. In traditional solutions, each document is scanned individually, then signed with an electronic signature and, at the very end, embedded in an electronic archive. In the case of FlexiHRM, the electronic signature (assigned to a designated user) is built into the system and the signing activity itself takes place automatically.
  
  With hundreds of documents to process, these are functionalities that significantly simplify and shorten the registration of documents.
  
  The system also provides the ability to load a whole batch of signed documents from disk, allowing you to benefit from work already done.
- The process of registering documents includes describing them with a number of characteristics. Each of the values so entered (metadata) and automatic data (such as dates) are parameters that can be used for searching.
  
  The search engine allows you to set your own layout of search result columns, displaying only those columns that are relevant to you. Intra-text search has been introduced for many parameters.
  
  In addition, traditional functions are available to sort and filter data.
  
  Users have the ability to search for documents in a tabular and tree layout (the kind that corresponds to working with documents in traditional form.
- The system is primarily a work tool for the HR team. Each document, once retrieved, can be downloaded to the desktop, printed or read on the screen in the universal PDF viewer (with all its features for viewing images).
  
  The system administrator or a key user of the system can give any employee permanent or selected period access to even one employee's personnel file. In practice, one can imagine that in larger organizations each HR employee manages the documents of assigned departments, service lines, etc. Another common solution is to assign management issues to one person. All such needs are easily configurable in the system.
  
  The ability to handle employee documents of multiple entities simultaneously has also been introduced. That is, access to documents of employees working in different entities can be given to one user, such as an employee of the central HR structure, or SSC. This is a very useful function for holding companies and capital groups.
- FlexiHRM's document registration module has a built-in workflow mechanism that allows the described document to be routed to one more user, verifying the correctness of the entered data. At each stage of processing, a document image is available. This is an optional capability and comes in handy when documents are entered in a distributed environment, in multiple locations.
- The documents in the various parts of the personnel file are automatically numbered to maintain chronological order. If a particular document is removed from the file (e.g., after the expiration of the obfuscation of a sentence), the numbering is automatically corrected. And, should the need arise, a user with the right permissions can correct the numbering himself. The possibility of printing a full list of the documents contained in a given part is also prepared.
  
  The number of parts of personnel files (currently A, B, C, _D1-n) is unlimited. Depending on your needs (e.g., changing regulations), you can create additional parts (D) and the categories of documents that should be included in them.
- At any time, a user with assigned permissions can extract the entire repository to a network drive. Each document is represented by two files: an image in PDF and metadata in XML, making it possible to transfer such data to any other system (which is prepared to do so).
  
  It is also possible to generate the documents contained in one file into one individual PDF file. This is a particularly convenient feature when it is necessary to make one employee's documents available, for example, for inspection.
  
  The system also records a log (log), recording user actions in the system and on personal data.
  
  If you are interested in a system for managing electronic personnel files (e-file), we invite you to contact our experts in the Katowice and Warsaw offices of MDDP Outsourcing.