The employee’s file contains all the information related to his professional life in your company. It’s harder to find the data you need in the physical file. Instead, in electronic format you can always do a search and get the result immediately. The information is already in the system, and you have access to it anytime, from anywhere, very easy, secure and fast. The integrated approach means that the file is always updated with new documents generated in HR streams. Less work for you!
What does the law say?
For each employee of the company, the human resources manager prepares a file containing a set of essential documents. It is a legal obligation, established by Goverment Decision 905/2017.
The employer has the obligation to keep the documents in this file safe and up to date. The law says that the employee’s file is kept in physical form at the employer’s headquarters. It must be constantly updated with documents certifying any change in the professional life of the employee in your company. The file will be made available to ITM inspectors at any time on request. Similarly, it will be made available to employees when they need a copy.
The file practically documents the professional life of the employee in your company. Any document relating to the employee must be included in this file. Prepared in the form required by law, the file must contain the documents specific to the following 4 categories:
- Documents required for employment: copies of identity documents, studies, including certificates of participation in training or improvement courses, approval of labor medicine.
- The individual employment contract accompanied by the job offer, the job description and the evaluation report according to the established criteria.
- Additional acts regarding the completion, execution, suspension, modification and termination of the individual employment contract.
- Other documents: the employee’s requests to take days off (vacation or unpaid), the statement on his own responsibility regarding the dependents for giving the personal deduction.
All documents and information in the employee’s file must be protected and treated in compliance with the legal requirements regarding the protection of personal data.
The content of the documents in the employee’s file are also useful in everyday situations, in resolving situations regarding employees. For example, certifying the home address with a copy of the identity card is useful for any correspondence to the employee. Also, requests for leave or medical leave certificates are important in salary calculations.
Employee file in the Oraroo platform
By entering the data from the employee’s file into the platform, Oraroo facilitates access to the information in it. In the physical file it is harder to find the data you need. Instead, in electronic format, you can always do a search and get the result immediately. The information is already in the system, and you have access to it anytime, from anywhere, very easy, secure and fast.
Oraroo offers the possibility of electronic registration and access to this file. Having all the information about an employee visible in one place makes your job as a Human Resources manager much easier. The documents that make up the file can be uploaded in the Attached Documents section.
Access to this information is made from the Employees screen. It provides a complete picture of that employee’s data from the start of the contract. Information such as the number and type of the Individual Employment Contract, the number of days off (vacation leave) and the work schedule can be found.
In addition, personal information about that employee can also be accessed here. Often these are the data from the identity card, the studies, the contact data, the bank details, etc
The information about the work schedule is an example of data from the employment contract that are part of the employee file. They complete the Work Schedule section in the Employee Details. By integrating with the project timesheets functionality, it makes possible to calculate the capacity available for each employee.
- Maintaining and updating of documents in the Personnel File
The Oraroo platform offers the possibility of generating a flow through which an employee can send a request to update the information. In this way, the file is constantly conforming to reality.
For example, when an employee changes their identity card, it can trigger a flow in the platform with the request to change the data. The HR manager approves the change and the file is up to date, without delays.
- Integration with HR flows from the platform
In the Employee Details screen, any document that is generated in the request flow from the platform is also saved. This happens automatically, part of the execution of HR flows.
For example, a leave request requested by an employee in the HR action flow in Oraroo will automatically generate a document that is saved directly in the employee’s file.
- All employee data centralized in one place
The data from the documents that constitute the employee file can be used in the generation of various applications, certificates, documents. Some data may be used by other Oraroo functionalities or made available to the systems with which Oraroo integrates.
For example, in order to obtain the employment certificate of an employee, you need certain data from his file. In the Generate document screen you can do this very easily, because the details from the employee information are automatically taken directly from the electronic file.
Another example, the bank details of an employee are not used by other functionalities of the platform, but are made available for the payment of salaries, through a separate section, in addition to the payroll.
The remote work model of creative and professional service companies requires solutions for work management.
At a time when so many companies are looking for productivity gains, by centralizing information in a single holistic and real-time vision, the risk of over-allocation is eliminated and project managers are empowered to make proactive decisions.
In the same context of remote work, employees need to be facilitated with easy access to work-related information, as well as rapid and digital management processes to maintain a high level of involvement.
Addressing the above needs, Oraroo aims to improve the operational and financial performance of professional service companies and unifies in a single system project management, resource management, contract pricing and billing, labor administration, business intelligence and existing systems integration.