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From paper personnel files to digital HR records
Hand over your paper documents and get back digital records that are complete, secure and fully compliant. The first consultation is free, takes 15–60 minutes and ends with a clear recommendation for your organisation.
100,000+
Keeping employee records on paper costs more than you think
Weeks instead of minutes
When an employee requests a certificate, your HR department has to search the archives, print, sign, and send it. Each request takes hours of work — and with hundreds of employees, those hours turn into weeks over the course of a year.
A labor inspection without the stress? Only with complete documentation
An incomplete personnel file means administrative penalties. A misplaced annex, a missing GDPR clause, expired medical exams, or a missing employment certificate — in a paper archive, human error is only a matter of time. Alerts about missing documents are essential to avoiding fines.
An employee without valid medical clearance = a violation of Article 229 of the Labor Code.
Manually tracking medical exam deadlines and H&S training for hundreds of employees is practically impossible. A single oversight exposes management to criminal liability and prevents the employee from being cleared for work.
Hidden HR costs grow with every new hire and long-term archiving. Printing, shipping, filing, and overtime during audits — these are costs that don't appear as a single line item in your budget, but they add up to significant amounts annually.
Personal data in paper files is a GDPR risk. Physical files can fall into the wrong hands. A leak of health or financial data isn't just a fine — it’s a loss of employee trust and damage to your reputation as an employer.
With many employees and distributed locations, a hybrid document workflow becomes an operational trap. Paper + email + Excel = an HR department that can't keep up with company growth and loses control over the process.
e-File – a paperless version of employee documentation
ArchiDoc e-File
Employee files vs. personnel files
Legal compliance
No more fear of audits
The system validates the completeness of every file—a folder cannot be closed until all required documents are added. Feeding HR systems with data that triggers alerts for medical exams and OHS training eliminates the risk of Labor Code violations.
Operational efficiency
From days to minutes
The Employee Self-Service module allows staff to submit requests for certificates online. With electronic documentation, you save time spent searching for paper files and can issue certificates with electronic signatures much faster.
Risk-free implementation
Pilot program before you sign
Don't just take our word for it. We run a pilot program using actual files you provide. We deliver the finished result—clear scans and data in the system—before you sign the final contract.
Choose the e-file option tailored to your organization
ArchiDoc e-file
For HR and employees
What is an e-file?
Your journey from paper to digital files
We take 100% responsibility for the digitization process. You only need to be involved at two stages: the start and the final sign-off. The entire process takes 2 to 4 months and runs in parallel with your HR team's daily operations—with no downtime.
01
you
You schedule a pickup
You specify the location and date. We arrive, pack the documents into sealed boxes, and transport them to our operations center. You don't need to prepare anything.
02
archidoc
We digitize
We organize, scan, and index every document in a controlled environment. We verify completeness and quality—the file is not closed until everything is perfect.
03
ArchiDoc
Data is delivered to your system
We integrate the documentation with your HR system (SAP, TETA, or other) via API or SFTP. Documents are electronically signed and ready to use from day one.
04
you
Verify the results
You review the completed documentation in your system and compare it with the originals. You provide feedback, and we handle any adjustments. We only consider the stage complete once you have given your approval.
05
YOU + TEAM
You use digital files
Your documentation is available online—securely, quickly, and according to access permissions. Employees submit requests via ESS (Employee Self-Service), HR generates certificates in minutes, and the system tracks health and safety training and medical exam deadlines.
For every department
The decision to move to electronic personnel files impacts many areas of your business.
In most organizations, the decision to implement e-files involves multiple departments. Get answers tailored to each of them.
HR Director
My team is drowning in paperwork
My team is drowning in paperwork. I don't have the time or the staff for digitization.
- Your team doesn't need to get involved in the project — we handle the entire process.
- Employee requests are self-service (ESS) — HR regains time for strategy.
- Automatic alerts for health and safety training and medical exam deadlines — zero missed checks.
- One central location for all documentation — no more searching through physical files.
Chief Financial Officer / CFO
I don't know what paper-based HR is actually costing us
I don't know how much paper-based HR really costs us, and I'm not sure if digitization will pay off.
- Full cost transparency — a contract with no hidden fees and a clear price list before you sign.
- A service-based model instead of infrastructure investment — you pay for results.
- Reduction in HR operational costs (printing, couriers, overtime, archiving).
- Elimination of the risk of financial penalties for incomplete documentation (labor inspections, GDPR).
- ROI calculator available on request — we will show you the numbers for your specific case.
Legal / Compliance / DPO
Confidence that your data is secure
I need to be sure that employee data is secure and processed in accordance with the law.
- ISO 27001 + GDPR — certified security standards
- Full auditability of personal data access (who, when, what)
- DPA and GDPR agreement signed before the project begins
- Data processed exclusively within the EEA
- Standard incident response protocol
IT / Security
Integration without security vulnerabilities
I need to know how the system integrates with our environment and whether it will create any security vulnerabilities.
- Documented experience with 30+ integrations: SAP, TETA, and other HR systems
- Detailed technical recommendation before launch — you know exactly what you're doing
- End-to-end encryption, 24/7 monitoring, zero unauthorized external access
- Pilot program using real data — you can test security before implementation
- Support for multilingual documents without the risk of OCR errors
Certifications and procedures ensuring information security
01
ISO 27001
Certified information security management system
02
GDPR
Full compliance with the General Data Protection Regulation. Data stored exclusively within the EEA.
03
End-to-end encryption
Data encryption at every stage — scanning, indexing, and document storage.
Round-the-clock surveillance of operational centers. Alarm systems, cameras, and access control.
Two-factor authentication
Access to documents requires two-factor authentication.
Metadata editing on a document is logged — you know who made changes to a file's metrics and when.
Ready for digital files?
No strings attached. The first call lasts 15–60 minutes and ends with a concrete recommendation for your company.
How much is paper-based HR costing you?
Adjust the sliders to see the estimated cost of digitizing one personnel file. We will prepare a precise calculation after a free consultation.
~75.83 PLN
A precise calculation will be provided after a free consultation.
~75.83 PLN
Have questions?
We have the answers.
If you can't find the answer to your question, please contact us — we will respond within 24 hours.
How long does it take to implement an e-file system?
Implementation time depends on the number of files and the complexity of your documentation structure. For a company with 1,000–3,000 employees, a typical project takes 2 to 4 months. We carry it out in parallel with your HR team's daily operations, so there is no downtime. We provide a detailed schedule before the contract is signed.
Can we test the quality before making a decision?
Yes—that is our standard. We conduct a pilot program using actual personnel files of your choosing. We deliver the finished result: clear scans and indexed data in the system. You can evaluate the quality before we sign the final contract. Zero investment risk.
What about the security of my employees' personal data?
We work according to ISO 27001 standards and are fully GDPR compliant. Data is processed exclusively within the ArchiDoc infrastructure. Every one of our employees is bound by an NDA. Document transport is sealed and monitored. You have full access to an audit log, so you know exactly who has accessed every document. This provides a higher level of control than a traditional paper archive.
Will the system integrate with our HR software (SAP, TETA)?
Yes. We have documented experience with over 30 integrations, including SAP and TETA. Before starting the project, we provide a detailed technical recommendation tailored to your system architecture. We guarantee data accuracy and completeness from the first day after integration.
What if we have documents in different languages (e.g., for foreign employees)?
We handle multilingual documents, including those in Cyrillic and other non-Latin alphabets. We use hybrid technology (OCR + expert verification) that guarantees error-free recognition and indexing of every document, regardless of the language.
How does e-signing work for digitized documents?
We can sign documents electronically on behalf of your company's employees based on a power of attorney. We use any required type of signature, including qualified electronic signatures, qualified electronic employer seals, or simple electronic signatures. You do not need to involve your employees in this process. The result: complete, legally binding files ready for audit from the day the project is completed.
Do we need to involve our IT department in the implementation?
IT involvement is minimal and limited to the integration phase with your HR system. We prepare detailed technical documentation to facilitate project approval by your IT department. We have experience with the internal security procedures of large organizations—we know what questions your IT team will ask and have the answers ready.
What about costs and are there any hidden fees?
We believe in full transparency: you receive a clear price list and a contract with no hidden fees. All process assumptions and costs are defined and agreed upon by both parties before documents are signed. We can prepare an ROI calculation for you, showing how much you are losing on paper-based HR each month and how quickly the investment will pay off.
What are electronic employee documentation and electronic personnel files?
Electronic employee documentation is a digital way of maintaining personnel files and other HR records in accordance with Labor Code regulations. Electronic personnel files replace paper folders and provide access to digital records from anywhere. ArchiDoc's eTeczka is a comprehensive transformation service—from the first box of paper documents to a fully managed, legally compliant electronic documentation system.
Which companies is eTeczka for?
eTeczka is the perfect solution for companies looking to go paperless, reduce the time spent processing employee requests, prepare for audits and labor inspections, ensure GDPR compliance, and build a modern employer brand. It is particularly effective for organizations with distributed locations and large workforces.