Electronic signature facilitates the handling of HR processes

Companies are looking for technology solutions that not only facilitate remote working, but also allow digital processes to be implemented in place of traditional paper-based workflows. This is why many businesses have decided to implement qualified electronic signatures, appreciating the convenience and practical benefits of the solution.

A qualified electronic signature is a universal tool that is the digital equivalent of a handwritten signature. E-signature facilitates the transfer of company processes to the online sphere, and also makes it possible to almost completely eliminate paper documents in organisations. Its use is governed by the EU eIDAS Regulation, which means that a document signed with a qualified signature is respected in all EU member states.

Under civil law, an electronic signature allows any document to be signed, including HR documents. The transfer of those documents to the electronic sphere is made possible by the Regulation of the Minister of Family, Labour and Social Policy of 10 December 2018 on employee records, which describes the detailed requirements for keeping and storing employee records in electronic form. The use of e-signature is not only more convenient for employees. Delivered by KIR, the service enables HR functions to move to completely electronic personnel files, without the need to store paper documents, improving the speed of data processing and information flow throughout the company. Electronic documentation eliminates the need to maintain the often costly archiving of paper documents. It also improves control over information distribution and security.

A qualified electronic signature is a sequence of characters attached to a document that guarantees that its content has not been altered and that allows the identity of the signatory to be established. It is equivalent to a handwritten signature - meaning that it retains the same integrity and security. In addition to qualified signatures, there are also less sophisticated solutions available on the market that allow for 'ordinary' e-signatures. However, it is worth bearing in mind that the authorisation of documents with a non-qualified signature may be insufficient in many situations and the business partner or the authority may refuse to accept documents signed in this way. The law explicitly states which documents require a qualified signature or a Trusted Profile in order to be valid.

Companies willingly use electronic signatures to sign civil law agreements, contracts, commercial offers or orders - also in international trade. The service is also applied in contacts with the public administration as it is used for signing Social Security [ZUS] declarations, tax settlements in the e-Deklaracje system, exchanging documentation with the CSO (Central Statistical Office), GIIF (General Inspectorate of Financial Information), KRS (National Court Register) or local government bodies. E-signature excellently facilitates the digital circulation of documents for internal and external contacts. It enables the efficient signing of invoices, the renewal and signing of contracts and addenda, the authorisation of payments, and the signing of employee documents.

An electronic signature is a commercial solution provided by certified entities. When purchasing an e-signature, proof of the owner's identity is a prerequisite. In the case of the standard Szafir signature, identity is confirmed in person during a visit to the RCS - Regional Sales Centre of KIR (link: list) or at the selected Co-operative Bank (link: list). If you want to be able to use an e-signature anywhere and anytime, it is worth considering the purchase of the mSzafir mobile qualified signature, which is a completely virtual tool (no reader or card required, just a smartphone or other device with internet access). The mSzafir variant can be purchased online and identity can be confirmed using your own online banking. The entire purchase process is intuitive and takes a few to several minutes. The mSzafir is automatically linked to a qualified time stamp. It provides a guarantee that the signature was made at the specified time (in the absence of this time marker, the signature is marked with the date and time set on the device used to make the signature, which may differ from the actual one). For the standard version of the Szafir qualified e-signature, this is an additional service.