The 5 Most Frequently Asked Questions About Paperless HR

Blog The 5 Most Frequently Asked Questions About Paperless HR

Electronic Signatures in Practice
: The 5 Most Frequently Asked Questions About Paperless HR

Paperless HR (eHR) is one of the most significant transformations in the human resources field in recent years. However, the digitization of paper-based processes often raises questions that continue to puzzle some organizations and hinder their adoption.

Let’s answer some of them together.

What are the main benefits of eHR?

Cost savings

Paperless HR delivers direct savings in the form of reduced costs for printing, archiving, and postage, but above all, it saves time for both employees and HR staff when handling routine tasks. The time and attention saved can be devoted to other business tasks or opportunities that you would otherwise be unable to pursue. 

More time for real HR work

In the paper-based era, the primary focus of HR professionals was ensuring that forms and contracts were signed on time. The goal of eHR is to bring HR professionals closer to their core mission—working primarily with people—so that signing documents becomes a mere formality rather than one of their main responsibilities.   

Process Automation

Speed matters. That’s why eHR provides tools for automating document processes, including document preparation, signing, and subsequent archiving. This boosts the efficiency of departments that aren’t bogged down by unnecessary paperwork. You’re surely familiar with the situation where new legislation is passed in November and everything has to be signed by January.

User comfort

eHR brings the signing of HR documents to every employee’s smartphone or tablet. The ability to sign from anywhere, at any time, allows everyone to sign the necessary documents from home or on their way home from work. It takes just a minute, and it’s done. For organizations that offer hybrid or remote work arrangements, it’s essentially a necessity.

Higher level of security

In addition to the signature itself, paperless solutions enable verification of the signer’s identity, compliance with applicable laws, and secure archiving. Validation ensures that their validity is verified. 

Can I sign an employment contract electronically?

Yes, just like any other contract. The electronic format and electronic signature of the document do not affect its validity. Under current law, an electronic document is equivalent to a paper document. 

We have a biometric signature system in place at our company. Would it be possible to use it?

Yes, but its use can only be recommended in specific cases. One of the main reasons for implementing paperless HRis the convenience it offers both users and HR professionals, which stems from the ability to sign documents remotely—anytime, anywhere.

The use of biometric signatures requires a signature tablet, which you don’t always have on hand, thereby completely negating this advantage. Even if a company is able to provide a signature tablet for everyone, it cannot simply be connected to a mobile phone, for example. Furthermore, you must not forget that strict rules apply to the handling of biometric data.

A biometric signature is useful in situations where an employee has no other means of signing (such as an electronic signature). This typically occurs when a new employee joins the company and has not yet been issued an electronic signature, yet we still want to sign the contract with them electronically. In such cases, a biometric signature is currently the clear choice, at least until state-guaranteed electronic signatures become standard practice.

Our employees aren't tech-savvy. Could they handle it?

Can employees manage a bank account on their mobile phones? If so, eHR won’t be much more complicated for them. Experience from companies that have gone digital shows a positive response from employees, who appreciate having constant access to their documents. At the same time, they can sign documents anytime, anywhere.

When implementing the system, it is essential to prioritize a positive user experience. The way employees work with their documents must be simple and intuitive, without complicated configurations.

If an eHR system is implemented using electronic signatures on cards or tokens, adoption is more challenging. Even simply configuring a card reader can be a problem for many non-technical users. It is therefore always necessary to choose the right solution.

How does a court conduct a handwriting analysis of a signature?

Unless the eHR system is based on biometric authentication, there is no way to do so.

If you find yourself involved in a legal dispute, a court-appointed expert will examine the validity of the electronic elements associated with the document—such as electronic seals, signatures, and timestamps. Everything can be configured so that, even decades later, it can be proven that the signatures are valid in accordance with the EU’s eIDAS Regulation.

Paperless HR is becoming the norm for modern companies. Organizations that digitization delayed digitization have generally found, after implementing it, that it significantly saves them work, time, and money.

If you're not sure whether this is the right choice for you, feel free to schedule a consultation. 

Electronic signature

Correct signature in the correct place in accordance with eIDAS.

Sign anytime, anywhere
In accordance with legislation
For organisations

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Electronic seal

Electronic seal recognised throughout the EU. Integrated with signature.

Qualified seal
Advanced seal
Plain seal

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Trusted archiving

Long-term provability of electronic documents.

In accordance with eIDAS
Qualified time stamps
Signature integration

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