{"id":2253,"date":"2025-10-30T11:04:37","date_gmt":"2025-10-30T10:04:37","guid":{"rendered":"https:\/\/rockawork.com\/sektor-automotive-e-teczki-i-inne-procesy-kadrowo-placowe\/"},"modified":"2026-01-20T13:39:06","modified_gmt":"2026-01-20T12:39:06","slug":"automotive-sector-e-personnel-files-and-other-hr-and-payroll-processes","status":"publish","type":"post","link":"https:\/\/rockawork.com\/en\/automotive-sector-e-personnel-files-and-other-hr-and-payroll-processes\/","title":{"rendered":"Automotive sector: E-Personnel Files and other HR and payroll processes"},"content":{"rendered":"
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Automotive sector – E-Personnel Files and other HR and payroll processes<\/h1>\n

Rock your HR<\/h2>\n

To stay close to their clients, international companies strive for a broad presence in many countries, but they do not build large structures in all of them. Sometimes, a company is represented by a small representative office or a sales department. However, even for a few or several dozen employees, even if they work remotely, the employer must ensure HR and payroll services comply with local legal regulations. Rockawork is a platform that enables rapid modeling of HR processes \u2013 from document archiving in the form of E-Personnel Files to a fully digitized recruitment and onboarding process. <\/p>\n<\/div>\n <\/div>\n<\/section>\n\n

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\n What is Rockawork? <\/h2>\n <\/div>\n\n
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Rockawork (formerly ECM) is a flexible platform enabling fast and secure digitalization of information management and resources within an organization. It offers secure and cost-effective electronic document archiving and electronic document workflow. Scanning, electronic archiving, and document sharing, as well as workflow and business process management in Rockawork, are efficient, secure, and employee-friendly. The low-code concept employed allows for implementing and developing further business scenarios without the involvement of IT specialists. <\/p>\n

The solution can be utilized in various scenarios and processes, including HR document workflow and archiving.<\/p>\n <\/div>\n <\/div>\n\n <\/section>\n\n

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\n Rockawork E-Personnel Files <\/h2>\n <\/div>\n\n
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Collecting and storing personnel files is one of the fundamental processes in HR administration. Rockawork E-Personnel Files<\/strong> is a platform, available in both SaaS and on-premise models, that allows for the creation and storage of personnel files in electronic form, integrated with the company’s existing HR system. The solution also enables easy updates and provides document search capabilities. <\/p>\n

Electronic documents are assigned to appropriate document types located in dedicated sections of electronic personnel files. The solution can be fed with documents already created in electronic form or with scanned documents (usually in PDF format). If the document type requires it (e.g., employment contract, addenda), authorized employees have the option to apply a qualified electronic signature. <\/p>\n

E-Personnel Files operate on the Rockawork platform, which combines the advantages of a content management system for managing and archiving all types of electronic documentation with a workflow system. The solution integrates with other applications, including OCR systems and systems for signing documents with qualified electronic signatures or electronic seals from various providers. <\/p>\n

In Poland, the legislator requires a uniform structure for personnel files, divided into folders and document types (an HR e-file containing, for example, employment contracts, addenda, certificates, work certificates, etc.). This structure is divided into sections A, B, C, D, and E<\/strong>. Rockawork E-Personnel Files meets these requirements regarding both the form and the method of storing employee data. <\/p>\n

The solution is flexible and easy to configure. Preparing a uniform electronic personnel file model, analogous to the Polish E-Personnel Files version, tailored to the needs of a specific organization and local legal requirements, is possible in a short time. Naturally, the solution is multilingual. Currently, support is available in Polish, English, and German, and easy implementation of other languages is also possible. <\/p>\n <\/div>\n <\/div>\n\n <\/section>\n\n

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\n HR in Poland, HR in Germany <\/h2>\n <\/div>\n\n
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We present an example of Rockawork E-Personnel Files implementation at one of our clients, an international company in the automotive industry. It is a large concern with a global presence. However, in Poland, it employs only several dozen people, dispersed across various locations. Organizationally, these employees are assigned to the company’s branch in Germany, where their administrative and HR services are handled by dedicated HR teams. <\/p>\n

In a globalized world and a modern company, this is naturally not an issue. However, a certain challenge arises from the necessity to organize and store personnel files in the format mandated by Polish law. <\/p>\n

This is where Rockawork E-Personnel Files comes into play. In this model, the main task of the solution is to maintain an electronic document repository for Polish employees, in accordance with legal requirements. The solution is available in three languages \u2013 English, German, and Polish. <\/p>\n

The company’s expectation was to launch the standard version of the solution as quickly as possible. We started with workshops for users, where we presented the tool and gathered information about the company’s expectations. Just one month later, we informed the client about the deployment of the tested solution to the production server. In subsequent stages, with the system already operational, customizations were made (customizing the list of document types). As part of the preparation for the solution’s launch, training was conducted for employees managing HR administration. Its main goal was to familiarize users with the tool’s operation. A significant added value was also the transfer of knowledge regarding Polish regulations concerning the maintenance of personnel files. <\/p>\n

The outcome of this project \u2013 in addition to an electronic personnel file repository compliant with labor law regulations \u2013 is also a high degree of autonomy for the HR team employees in managing the solution, adding new document types, and employees.<\/p>\n <\/div>\n <\/div>\n\n <\/section>\n\n

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We started with workshops for users, where we presented the E-Personnel Files. Just one month later, the tested solution was deployed to the production server. <\/p>\n <\/div>\n <\/div>\n <\/div>\n\n

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