Stress-Free Work: How to Sign Any HR Documents Electronically

Imagine no longer having to spend hours of your workday on paperwork: printing, approving, signing, scanning, and archiving employment contracts and other HR documents. Can you picture it? 

Now imagine that all these processes take just a few minutes, allowing you to focus on truly important tasks: recruiting, employee development, preparing analytics, and strategic planning. 

This is not a fantasy, but a reality available to users of the Documentolog EDMS. 

Which HR documents can be converted to digital format?

In addition to one of the most important and sought-after HR documents in any company – the employment contract online, with the help of the HR electronic document management system (EDMS), you can create and sign many other necessary HR documents. 

Let’s list just a few of them: 

- Orders and directives

Orders for hiring, transfers, dismissals, vacations, or business trips can now be prepared and signed in digital format. All information is at hand and conveniently stored in your personal account. This ensures that all reporting is submitted on time.

- Employee applications

Employees can submit applications for leave, time off, sick leave, or financial assistance through the electronic system, and you can quickly approve them. Most importantly, there’s no need to search for originals later or request documents from employees, as they can send their applications electronically in just three clicks.  

- Timekeeping sheets

Instead of manually keeping time sheets, you can use automated systems that also allow synchronization with 1C. 

Upon request in the Documentolog EDMS, you can automate other types of documents, from vacation schedules, job descriptions, internal regulations, reports, and analytics. This way, you not only simplify all stages from creation to signing and accounting of documents but also free up time for other strategic tasks and HR issues. 

Electronic HR documents: why it’s time to forget about paper

Digitalization of HR work is not just a trend, but a step towards simplifying your work and saving resources. Here are several reasons to switch to electronic document management (EDM). 

Time savings

If you are still unsure whether your company needs electronic HR document management and are torn between paper and digital formats, remember how much time it took you last time to approve a simple order for hiring an employee who works remotely. 

Writing the order text, printing it, getting it signed by the manager, sending a copy to HR, notifying the employee, waiting for them to come to the office  — all of this often takes days or even weeks. Especially if the employee works in another city or the manager goes on an urgent business trip. With electronic document management, such an order can be prepared, sent for approval, and signed in just a few minutes. 

Legal validity

According to the legislation, the electronic document management system is a system for exchanging electronic documents, the relationships between participants of which are regulated by the Law of the Republic of Kazakhstan "On Electronic Document and Electronic Digital Signature" and other regulatory legal acts of the Republic of Kazakhstan. 

The electronic signature has the same legal force as a handwritten one, provided that it is executed in accordance with legislative requirements. It guarantees the authenticity of the document, confirms the identity of the signer, and ensures data protection. This makes electronic documents officially recognized and fully legitimate. 

Data protection

No more worrying that commercial information will be visible to other employees, as is often the case with paper documents. The electronic HR document management system securely stores documents, eliminating the risk of loss or unauthorized access.

Tricky questions about HR EDM that are most frequently asked

- How does an individual know that a document has been sent to them?

A notification about the arrival of the document is sent to their email. You can also notify the employee yourself by sending them a link to the document.

Is the information protected from data leaks? Can someone see the employee's salary? 

Documentolog employees do not have access to the information, as it is transmitted in encrypted form from the sender to the recipient. Additionally, the service implements a high standard of data protection; read more about the measures we take to protect data on the Information Security page (link to landing or article). 

How to verify the legal validity of an electronic signature?

Documentolog uses signature verification through certificates issued by certifying centers. This guarantees authenticity and legal significance.

Electronic document management transforms complex and lengthy operations into quick and convenient processes. You save time, eliminate paperwork, and reduce stress from document processing. Why not give it a try right now?