Digital Employee File
An electronic archive of each employee's personnel file. Documents are created, signed, sent and stored electronically, with full legal force.
This page is an overview of the module. Step-by-step instructions will be added.
Features
- All documents together – one file per employee for contracts, annexes, orders, certificates, references and other employment documents.
- Organized file – folders defined by the employer (for example appointment, work period, termination, occupational safety, payslips, digitized paper file), plus parameters and coloured tags on each document. Signed documents are visibly marked.
- Electronic signing – documents are signed with a qualified electronic signature, and every action is certified with a qualified electronic timestamp.
- Employee access – employees view and download the documents in their own file.
- Document actions – view, download, rename, add a description, replace with a new version, convert to PDF, view the activity log. See Attachments.
- Connected to other modules – documents are registered automatically in Registers; leave requests and orders and employee requests become part of the file.
From paper to electronic
- Digitized paper files are imported in bulk.
- Authorized staff certify the imported documents against the paper originals with a qualified electronic signature in one batch.
- Hybrid mode – employees can keep submitting paper documents; the system tracks printed copies and paper deliveries.
Document types
| Created by | Examples |
|---|---|
| The employer | Job descriptions, orders, certificates, references, official notes, declarations. |
| The employee | Requests, applications, declarations, notifications, consents, reports. |
| Both parties | Employment contracts, agreements under Art. 107 of the Labour Code, additional agreements. |
| Third parties | Health, education and qualification documents, garnishment notices. |
Security and legal basis
- Two-factor authentication; access only for authorized staff.
- Every addition, change or view is certified with a qualified electronic timestamp, with full history of who, when and from which address.
- Documents are exchanged through an electronic registered mail service.
- Legal basis: Regulation (EU) No 910/2014 (eIDAS), the Bulgarian Electronic Document and Electronic Trust Services Act, and the ordinance on electronic documents in the personnel file.
In the employee's profile the file is the Dossier section – see Employee profile.