e-File V-Desk
digital employee records
e-File V-Desk is an intuitive and modern application designed to streamline HR and personnel processes by managing employee records, providing digital archiving, and enabling remote access to documents and information.
It ensures that employee records are always maintained in compliance with current legal requirements within a single electronic system. The solution is ideal for any organization, particularly those managing records for hundreds or thousands of employees.
Key features enhancing HR efficiency and productivity
Quick and efficient information retrieval
Documents in the electronic system can be searched using any data or metadata. The advanced document search scans directories, allowing information to be located quickly and conveniently.
Automation and document completeness monitoring
Intelligent data reading and auto-fill technologies assist employees in registering documents. Notification systems remind users to update or remove documents, signatures, etc., ensuring proper document numbering.
Paper reduction and cost savings
Digital document processing reduces the need for printing, copying, and manual document handling. Digital archives enable the storage of even extremely large sets of data and documents.
Protection against damage or loss
Employers are required to retain employee records for 50 years. Digital files eliminate concerns about damage due to flooding, fire, theft, or misplacement. There is no need to maintain specific storage conditions for paper files.
Sensitive data protection
Documents are added according to established rules, accessible only by authorized personnel. Advanced access control mechanisms guarantee that only permitted employees can view, add, or delete records.
Electronic signature, including bulk signing
The application allows the direct use of qualified electronic signatures. Multiple documents can be prepared for a single bulk signing. The system also verifies signed documents and alerts users if signatures are missing.
Reporting and analytics
Documents can be reviewed using various filters and compiled into clear, structured reports.
Export and data sharing
Efficient data migration between companies is supported. Intuitive tools ensure that entire employee records, along with related metadata, can be exported in proper formats such as XML.
Flexible system adapted to legal requirements
E-File V-Desk meets all standards required of IT systems, ensuring personnel documentation complies with the Regulation of the Minister of Family, Labor, and Social Policy of 2019.
Using E-File V-Desk relieves HR departments, provides a comfortable working environment, and guarantees that documents are processed in full legal compliance.
proper storage of employee records
controlled access to documents
legal-compliant transfer of employee files
Compliance with legal standards
In accordance with the law, e-File ensures confidentiality, integrity, and completeness of employee records. Features include:
Administrator-based access management.
Data confidentiality is ensured by restricting access to authorized personnel. Administrators manage user access to specific documents.
Change and access history tracking.
The system records a full history of document operations, providing transparency on who accessed or modified a document and when.
Reminder settings.
The application enables alerts for medical examination expiry dates, fixed-term contract deadlines, missing signatures, or required document removal (e.g., from section D).
One centralized location for all employee files.
The intuitive interface and user-friendly tools facilitate maintaining mandatory personnel documentation divided into sections A, B, C, D, and E, as well as other employment-related documents such as leave requests, sick leaves, recruitment documents, social security (ZUS), tax (PIT), social fund (ZFŚS) documents, and more. The system also maintains logically linked metadata associated with electronic documents.