Streamlining the company’s HR electronic document management processes

The transition to electronic HR document management (EDDM) begins not with connecting to the service, but with establishing internal rules. It is the systematization of the company’s work with EDDM that determines how HR processes are organized within the company.

In practice, the basic starter package often includes a management order, regulations on electronic HR document management, and the employee’s consent to electronic communication.

In this article, we will examine exactly which documents are required for the transition to EDMS, what must be included in them, and how to establish internal rules so that electronic document management operates systematically rather than in a piecemeal fashion.

What is the systematization of a company’s HR electronic document management, and why is it necessary?

The systematization of electronic HR document management involves establishing uniform rules for handling HR documents in electronic form. This encompasses not only the online signing of documents, but the entire document workflow: creation, approval, signing, transmission, review, storage, and archiving.

Without a systematic approach, a company quickly runs into common problems:

• Different departments operate in different ways;
• Some documents are signed through the service, while others are sent via email or messaging apps;
• It’s difficult to find the most recent version of a document;
• It’s hard to verify who signed or read it and when.

In contrast, a systematic approach offers businesses:

• clear rules for everyone;
• tracking of document status;
• fewer manual errors;
• greater evidentiary value in the event of audits or labor disputes.

It is also important to note that Ukrainian law allows for a high degree of flexibility in organizing electronic interactions. Specifically, under Law of Ukraine No. 2136-IX, during a period of martial law, the parties to an employment contract may, by mutual agreement, determine alternative methods for creating, transmitting, and storing documents, as well as other available means of electronic communication.

This means that a company has the ability not only to implement an electronic document management system but also to adapt it to real-world working conditions — such as remote teams, distributed offices, or limited access to physical media.

Therefore, systematization is the foundation of an effective electronic document management system. Without it, the system cannot scale and will not deliver the expected value to the business.

What internal documents are typically required to transition to an electronic HR document management system?

To ensure a smooth transition to electronic document management, a company needs a set of documents, each of which serves a specific purpose.

The minimum set includes the following:

This suite allows you not only to «launch the service», but also to create a manageable document workflow model that will operate reliably and scale alongside your business.

1. An order or directive from management regarding the implementation of an electronic HR document management system

This is the starting point of the entire process. It is this directive that formalizes the company’s decision to transition to electronic HR processes and gives that decision legal force.

It typically specifies:

• the implementation of an electronic HR document management system;
• the service or channel through which interactions take place;
• the responsible parties;
• the enactment of the policy;
• the obligation to communicate the new rules to employees;
• the need to obtain their consent.

2. Regulations on electronic HR document management system

The Policy on electronic HR document management is a key internal document that systematizes all the rules and explains exactly how the company handles HR documents in electronic format. If an order is the «starting point», then the policy is the set of rules that define «how we operate on a day-to-day basis»:

• general principles;
• document handling procedures;
• roles and responsibilities;
• storage procedures;
• security requirements.

3. Employee consent to the use of electronic communication

An employee’s consent to electronic communication confirms that the employee agrees to receive HR documents in electronic form and to communicate with the employer via a specified channel or service.

Typically, the consent should specify that the employee agrees to:

• receive documents in electronic form;
• use a specific service or communication channel;
• sign documents with an electronic signature.

An employee’s consent is an important legal document that reduces the risk of disputes and makes the rules of interaction clearer for both parties.

4. Additional documents

For small companies, the basic package is often sufficient. However, organizations with complex structures or heightened security requirements may need additional documents:

• access control policy;
• information security regulations;
• instructions for system administrators;
• archiving and retention rules.

Vchasno.Kadry in its ongoing collaboration with electronic HR document management system

Once the HR policies have been established, it is important that they are implemented not only on paper but also in day-to-day operations.

With Vchasno.Kadry, a company can manage its HR document workflow within a single digital environment:

• create HR documents;
• route them through designated workflows;
• sign them using an electronic signature;
• collaborate with employees;
• store documents centrally.

This helps ensure that the rule set forth in the internal document is actually followed in practice.

Results

An HR electronic document management system doesn’t become effective the moment a company signs an order or approves a policy, but rather when these rules become part of daily operations. That is, when documents are created according to a consistent logic, approved without manual chaos, signed within a single environment, and don’t get lost after being sent.

That is why, after preparing the company’s internal documents, it is important to immediately consider the tool in which this process will actually operate.