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CONTMAN HR · Employee files

CONTMAN HR,
the electronic employee file.

A digital system for keeping the records of a person's employment, arranged in parts like traditional paper personnel files.

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CONTMAN HR: an employee file at the fictional Bank Jantar with parts A-E, numbered documents and a file preview

What is an electronic employee file?

CONTMAN HR, part of the CONTMAN ecosystem, is a digital system for keeping the records of a person's employment, arranged in parts like traditional paper personnel files.

It covers HR documents such as employment contracts, work certificates, medical certificates, leave documents and other documents an employer must keep in the employee records.

The CONTMAN HR electronic employee file also keeps any other employment-related documents that are not part of the personnel file.

Archiving this way gives easier access to HR documents, automatic arrangement and numbering of files, and data protection through encryption and backups.

An electronic employee file makes document management easier, especially in companies with many employees, and it is good for the environment, as no paper is needed.

CONTMAN HR applies the rule in force since 1 January 2019: for files opened from that date, an employee has one file with each employer.

CONTMAN HR: an employee's personal record with files at two employers of the same group

How does the e-file work?

CONTMAN HR is a solution for hassle-free management of documents in digital form.

It holds both documents created electronically and scans of paper originals.

The key to using it smoothly is the right cataloguing and numbering of employee files, which makes them easier to search and browse.

CONTMAN HR gathers an employee's complete records - from recruitment, through employment, to the end of the job.

However, for digital archiving like this to comply with the law, it has to meet certain requirements.

They include rules on storage, security and access to files, as well as procedures for handing over employee documents and exporting personnel files in the mc.gov.pl standard.

CONTMAN HR: part D of a file with two disciplinary cases and a document preview

Core functions of the e-file

  • Structure of employee records

    As the law requires, employee records are divided into a personnel file of five parts (A, B, C, D, E) and other employee documentation. Documents in every part are arranged and numbered by date automatically.

  • A group's records in one application

    For large organisations, we make it easy to manage the personnel files of people employed by many entities but served by one shared HR department within a group.

  • Automatic ordering and numbering

    Each part of the records holds a list of documents, ordered by date and numbered. Files organised this way are much easier to navigate and manage.

  • Electronic document archive

    CONTMAN HR keeps employee documents secure and shares them only with strictly authorised people. It works closely with the CONTMAN Archive electronic archive within the CONTMAN ecosystem.

  • Any document can come in

    CONTMAN HR can take any electronic document, or documents scanned with scanners or mobile devices.

  • Efficient search

    The system finds files quickly by surname, employee ID or PESEL number, and documents by their description, which makes working with large volumes of records considerably easier. As an HR employee, you can browse a given personnel file and one person's documents in one place - including those held with other employers in the group.

Benefits of the employee e-file

Implementing the CONTMAN HR electronic personnel file not only streamlines managing employee records but also brings more transparency, data protection and sustainability.

  • Saving time and money

    Through automatic ordering and numbering of files, exporting a file in one step and lower costs of circulating and archiving paper documents.

  • Easy access to documents

    Through an intuitive web application for working with documents, available to authorised users.

  • Greater security

    Through access to documents for authorised people only, encryption of employees' personal data, and protection of the records against damage and the risk of data loss.

  • Sustainability

    Through lower operating costs and no paper in business processes involving employee records.

Questions and answers

How is an employee file in CONTMAN HR built?
Employee records are divided into a personnel file of five parts (A, B, C, D, E) and other employee documentation. Documents in every part are arranged and numbered by date automatically.
Does CONTMAN HR handle several employers in a group?
Yes. A shared HR department keeps the files of people employed by several entities of one group, and browses one person's documents in one place, including those held with other employers in the group.
How do I find an employee's file?
You find a file by surname, employee ID or PESEL number, and documents by their description.
Can a file be exported?
Yes. A file is exported with one command, and personnel files are exported in the mc.gov.pl standard.

Demo

See an employee file
in action.

We will show you an employee's file in its parts, a case in part D and the hand-over of records to a leaving employee.

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