Employees records

Much of Client’s time is wasted on tactical and administrative tasks. The manual processes in human resources management prevent from being able to focus on the critically strategic responsibilities. Focus on a ready-now workforce, not processing employment documents. Reduce the boredom, errors and administrative manual processes with Workflow. This automated solution allows to store employee records in a centralized location (RWS) and share them with authorized users anywhere, at any time. There are dashboards to monitor processes and gain powerful insights.

According to data provided by EAD Digital, the most important player on the Portuguese digital archiving market, also present in Romania, companies that choose to transform their physical documents into cloud accessible e-documents can reduce their costs with more than 20%.

The local industry increased significantly last year in the context of the coronavirus pandemic and the new trend of work from home. Thus, business processes involving papers have been adjusted or updated, and the concept of “paperless company” has become familiar in the Romanian business environment.

In some industries, such as telecom, energy or banking services, companies with a high volume of contracts and invoices need a relatively large number of employees exclusively for the processing of those documents. When contracting a digital archiving service, companies will no longer need to hire additional staff for this type of activity.

Companies that decide to digitize their archives invest from several thousand to hundreds of thousands of euros, depending on the specifics and size of the company, to achieve benefits related to business efficiency by reallocating human resources for valuable tasks, streamlining costs with repetitive and time-consuming tasks, and reducing storage-related costs.

The pension file, a nightmare for almost 150,000 Romanians and the companies they worked for: EAD launches the E-Adeverinta service that ensures the digitization of historical archives

The EAD solution centralizes all the data needed for pension certificates and transforms the physical archive into a digital one

EAD – Empresa de Arquivo de Documentação SA, one of the largest Portuguese companies in the field of digital archiving, brings to the Romanian market the E-Adeverinta service, by accessing which companies can digitize their historical archives to quickly issue allowances such as bonuses and income for pension files.

Currently, the procedures are extremely complicated. The workbooks have been converted to electronic format since 2001, and for the period before this year, employers must issue work certificates, within a maximum of 30 days of receiving requests to do so. According to market estimates, 3% of the approximately five million retirees in Romania have applied for certificates for recalculating pensions from 2018 to date. This means almost 150,000 applications, concentrated in the periods immediately following the amendments to the pension legislation.

“The word ,digitization’ is used more and more often in Romania. Our know-how and experience in Portugal, where we have a portfolio of over 2000 active clients, helps us a lot. We have developed our own document management software and adapted it to the most diverse industries on the market. We have constantly developed procedures and applications and taken them to the top level. Due to these advantages, when we approach Romanian companies with the same profile as our clients in Portugal, we can start procedures quickly and efficiently because we are aware of the specifics of most industries “, says Bruno Amaro, CEO of EAD Romania.

According to data provided by EAD Digital, the most important player on the Portuguese digital archiving market, also present in Romania, companies that choose to transform their physical documents into cloud accessible e-documents can reduce their costs with more than 20%.

“The digital archive also involves reducing of storage spaces, as the company no longer has to keep significant amounts of files for a long term, sometimes for decades, under special conditions. As a result, the costs of deposits, but also those arising from the possible degradation of documents, decrease”, adds Bruno Amaro, CEO of EAD Digital Romania.

A company’s digital archive can contain from documents used by the human resources department (employment contracts) to documents used by the commercial department (invoices, contracts). All documents are scanned and archived in a secure cloud and can be accessed at any time by any company employee, who only needs a live Internet connection to connect to the cloud, in this way having access from anywhere in the world to the entire archive.

“Each employee is allowed to view only those documents related to the department in which they work. Specifically, a Human Resources employee can only see employment contracts, while a Commercial employee will only have access to invoices and contracts with customers. With the help of specific functions in our document management application, the managers can see at any time the activity of each employee, the time spent in the application, the documents viewed, downloaded or distributed”, explains Liviu Zamfir, Chief Operation Manager EAD Digital Romania and one of the Romanian experts in archive management.

One of the largest Portuguese companies in the field of archiving brings to the Romanian market its own solutions through which it transforms the physical workflow of documents into a digitized one. And here appear numerous benefits, from the efficiency of the employees' activity, the costs regarding the renting of the spaces, to their reduction.

According to EAD data, the largest Portuguese player in the digital archiving market, also present in Romania, more than half of Romanian entrepreneurs are reluctant to digital archiving of documents, amid fear of cyber attacks, but also considering the legislation in force. This legislation stipulates that some documents must be kept in physical form for five years, but others must be kept for 10 or even 50 years.

According to a study done by PwC, Romanian entrepreneurs are the most advanced in the use of digital technologies compared to their counterparts in the other 14 central and eastern European states. Thus, 64% of them have already designed a strategy for digitization, double the average in the region. According to the study, Romanian entrepreneurial companies occupy the top positions in the region in the use of essential digital technologies such as Artificial Intelligence (AI), Augmented Reality (AR), blockchain, drones, Virtual Reality (VR) and 3D printing.

“Although most Romanian entrepreneurial companies are aware that investments in digitalisation have a long-term impact, in terms of digital archiving, the same companies are quite reluctant. In the current context, where about half of Romanians want to work partly or completely remotely, it is essential for entrepreneurs to give their employees the opportunity to work from home without affecting workflows,” says Bruno Amaro (photo L), CEO of EAD Digital Romania.

Less than 500 million pages have been scanned in Romania in the last 3 years, out of a potential of nearly 3 billion

According to EAD data more than half of Romanian entrepreneurs are reluctant to digital archiving of documents, amid fear of cyber attacks.

They are also considering the legislation that stipulates that some documents must be kept in physical form for five years, but others must be kept for 10 or even 50 years.

According to EAD’s estimates, less than 500 million pages have been scanned in Romania in the last 3 years, out of a potential of nearly 3 billion.

According to EAD data, the largest Portuguese player in the digital archiving market, also present in Romania, more than half of Romanian entrepreneurs are reluctant to digital archiving of documents, amid fear of cyber attacks, but also considering the legislation in force. This legislation stipulates that some documents must be kept in physical form for five years, but others must be kept for 10 or even 50 years.

According to a study done by PwC, Romanian entrepreneurs are the most advanced in the use of digital technologies compared to their counterparts in the other 14 central and eastern European states. Thus, 64% of them have already designed a strategy for digitization, double the average in the region. According to the study, Romanian entrepreneurial companies occupy the top positions in the region in the use of essential digital technologies such as Artificial Intelligence (AI), Augmented Reality (AR), blockchain, drones, Virtual Reality (VR) and 3D printing.

“Although most Romanian entrepreneurial companies are aware that investments in digitalisation have a long-term impact, in terms of digital archiving, the same companies are quite reluctant. In the current context, where about half of Romanians want to work partly or completely remotely, it is essential for entrepreneurs to give their employees the opportunity to work from home without affecting workflows,” says Bruno Amaro, CEO of EAD Digital Romania.

We scan processes that are completed from a business perspective and capture data and store the images in the Secure web portal (RWS) for later access by the client. Customized search words/rules are created to allow future easy find of documents/files.

The files can be stored and safe kept at EAD’s server, being 24/7 available for consulting by the Client, alongside with a wide range of services, part of a subscription; or can be delivered to the client, in an external disk, after the project is concluded.

Project Management – Processual workflow including (can be adapted to existing CRM):

Issued Offers;

Adjudicated Offers;

New Client service;

Client satisfaction outcome. Here, the processual workflow is fundamental for the fulfilment of all registered and highlighted stages. Helps considerably the internal audits and the control of offers issued vs adjudicated. The analysis of the flows will allow the perfecting of the sales processes and merit the performing employees.

Client services request – Management of Client requests. Ad-hoc flow registering all requests from Clients, independent of entry channel.

Implementation and Performance of RWS Service

As mentioned above, each product will be customized to the Client needs. This means that a first assessment to the Client needs will have to be made. The implementation will be budgeted considering the size, complexity and amount of services in the package and includes

Audit to the company’s internal flows;

Audit to the type of documents to be dematerialized;

Flow reorganization plan, resulting from dematerialization performed by EAD,

Contingency plan for emergency relocation of employees;

Plan for document flows and tasks ticketing (if the case);

Project and creation of IT infrastructure (if the case);

Proof of concept.

Performance

After setting up the infrastructure and the flows, the operation is implemented and starts performing. A monthly fee, per user, is settled, taking in consideration the complexity of the flows. This fee will cover the maintenance, assistance and troubleshooting.