Main modules

Digital Employee FileAn electronic archive of the documents from your staff's personnel files.

The Digital Employee File module moves the whole personnel file of every employee into a single secure online archive. Documents are created, signed, sent and stored electronically, with full legal force — in line with the applicable legal framework for electronic personnel files.

Key features

All documents together

Employment contracts, annexes, orders, certificates, references and every other document of the employment relationship, in one file per employee.

Easy transition from paper

Digitized paper files are imported automatically and in bulk; authorized staff certify them against the paper originals with qualified e-signatures in one batch.

Signed electronically

Documents are signed with a Qualified Electronic Signature and every action is certified with a qualified electronic timestamp.

An organized file

Folders defined by you, plus parameters and colored labels on each document for quick search and filtering.

Employee access

Every employee can view and download the documents in their own file, at no extra cost.

Connected to the other modules

Documents are registered automatically in Registers, and leave orders become part of the employee's file.

In detail

A system that meets the legal requirements

An electronic personnel file can replace the paper one only if the system meets strict requirements — for security, accessibility, traceability of the history and exchange with other systems. Bau24 is built around exactly these requirements and follows the applicable legal framework.

eIDAS — Regulation (EU) No 910/2014
On electronic identification and trust services for electronic transactions — the basis for qualified electronic signatures and timestamps.
The Electronic Document and Electronic Trust Services Act
The national law that gives electronic documents and electronic signatures legal force.
The ordinance on electronic documents in the personnel file
The rules on the type of documents and the requirements for creating and storing electronic documents in the personnel file of employees.

In practice this means: documents with full legal force, a complete and provable history of every action, and a personnel file that stands up in inspections and disputes.

From paper to electronic — without losing the originals

Existing paper files are digitized and imported into the system automatically and in bulk, so moving to the electronic file does not turn into months of manual work.

Authorized staff then sign the imported documents in batches with a Qualified Electronic Signature, certifying their conformity with the paper originals. From that moment on, the electronic file stands on its own.

A hybrid mode is also supported: employees can keep submitting documents on paper — the employer may not refuse them — and the system tracks the history of printed copies and paper deliveries, so the file stays complete whichever way a document arrives.

Every type of document, in one place

The file covers the whole employment relationship and accepts documents from every direction:

Created by the employer
Job descriptions, orders, certificates, references, official notes, declarations.
Created by the employee
Requests, applications, declarations, notifications, consents, reports.
Bilateral documents
Employment contracts, agreements under Article 107 of the Labour Code, additional agreements.
From third parties
Documents on health, education and qualification, garnishment notices.

An organized file that stays organized

The employer defines the structure of the file itself — with as many folders as the organization needs: for example appointment, work period, termination, occupational safety, payslips and the digitized paper file. Folders are added easily and documents are moved between them.

Each document can carry additional parameters and colored labels for quick lookups, search and filtering. Signed documents are visibly marked, so it is always clear what has legal force.

Every action on a document is one click away: view, download, rename, add a description, replace with a new version, convert to PDF and view the full activity log of the document.

Security and legal force by design

Access to the system is protected with two-factor identification, and access rights belong only to authorized staff. Every action — adding, changing or viewing a document — is certified with a Qualified Electronic Timestamp, accurate to the second.

The complete history of the file is kept: who, when and from which electronic address added or changed a document. The date and the order in which documents arrived cannot be altered, and the files are protected against accidental or unlawful destruction, unauthorized access, modification and distribution.

The result is a personnel file that is provably complete and unaltered — exactly what the law expects of an electronic file.

Communication and exchange

Documents are sent and received through an electronic registered mail service, signed with an electronic signature — with no couriers and no paper. Reports, statements and documents are prepared and exchanged electronically, and all branches of the employer are connected so that documents submitted at any of them are registered in the system.

The electronic file saves time, paper and courier costs for everyone involved — and every employee has continuous, free access to their own documents, from anywhere and at any time.

Integrated with the other Bau24 modules

Registers — every document added to the file is registered automatically in the relevant register with a number and a date, when your internal rules require it.

Leaves — leave and sick-leave requests and the employer's orders on them are registered automatically and become part of the employee's file.

This way all personnel administration processes are connected in one system, without double entry.

Let's find the right set of modules for you

Start with one module and add more as you grow. We'll show you Bau24 on your own processes.

Request a demo