HR Electronic Document Flow: Changes and Benefits During Wartime
InBase analyzes key changes in HR electronic document flow and its benefits for Ukrainian companies during martial law.
Amidst martial law, Ukrainian businesses are actively seeking ways to optimize processes, including HR document management. The InBase platform has published an analysis of key legislative changes and specifics of implementing electronic document flow (EDF) in HR, which came into effect during the war.
Amendments made in October 2022 to the Procedure for Working with Electronic Documents have significantly simplified HR documentation. Notably, the requirement to duplicate electronic documents for long-term and permanent storage in paper form has been abolished. Furthermore, creating paper copies for temporary storage documents (up to 10 years), such as leave requests or schedules, is no longer mandatory. Additionally, for temporary documents, parties can agree to use not only qualified electronic signatures (QES) but also other types of e-signatures.
Article 7 of the Law of Ukraine “On the Organization of Labor Relations under Martial Law” provides particular flexibility in interacting with employees. It allows employers and employees to agree on alternative electronic communication methods for exchanging HR documents, including email or messengers. A crucial condition is the formalization of such an agreement, for example, through an employee’s application and a corresponding employer’s order, ensuring the legal integrity of the process.
The implementation of HR EDF offers significant advantages for Ukrainian businesses, especially in the current environment:
- Operational Resilience: Ensures the continuity of HR processes and enables remote work, which is critical for companies with distributed teams or those undergoing relocation.
- Efficiency and Savings: Accelerates document approval and signing, reduces costs associated with paper, printing, and logistics, freeing up resources for core activities.
- Security and Compliance: Guarantees secure storage of documents in protected cloud repositories and compliance with legislative requirements, minimizing the risks of data loss or legal disputes.
These changes and opportunities contribute to digitalization and enhance companies’ adaptability to modern challenges.
Source: InBase