In the midst of digital transformation, a change that is supported and encouraged by the government, document digitization is becoming a must for businesses. Digitization solutions offer many advantages: eliminating time-consuming tasks with low added value, increasing productivity, ensuring data confidentiality, easily searching for and archiving documents, limiting the risk of losing confidential documents, etc. This is why more and more companies are storing sensitive HR documents, such as employee pay slips, in a digital safe. By 2023, 70% of companies with more than 250 employees will be distributing their pay slips via this solution ¹.
Economic players who are currently preparing for the transition to electronic invoicing have also understood the benefits of digitizing their HR processes. In this context, two essential HR documents can be delivered electronically, enabling human resources departments to save money and considerable time: pay slips and employment contracts. These documents, which are often delivered in paper form, are thus transformed for better traceability and simplified management.
The human resources department is the biggest consumer of paper within a company, as it handles: leave requests, expense reports, evaluation forms, employment contracts, pay slips, etc. The associated financial costs are therefore particularly high, and the time spent managing documents is detrimental to more strategic tasks with higher added value. That's why Docoon offers a 100% compliant HR solution for the digitization of pay slips and employment contracts.
What is document digitization?
Digitization involves replacing paper documents—both employee and company documents—with electronic documents, while maintaining the guarantees and standards required by the various legal obligations associated with paper format. Ultimately, the goal is to completely eliminate the use of paper documents in favor of digital documents, shared using solutions designed to simplify business operations.
Digitization is also part of an ecological approach, because by eliminating paper, it eliminates the pollution and waste associated with its use (manufacturing, destruction, etc.). At a time when companies are being challenged on CSR (corporate social responsibility), Docoon is the trusted partner of economic players, enabling them to meet the challenges of sustainable development. Our commitment: to support companies throughout their digitization process by guaranteeing the highest level of quality, security, and compliance.
Why digitize pay slips and employment contracts?
Since 2009, the Labor Code has allowed employers to provide employees with their pay slips in electronic format, provided that the employee gives their consent and that the pay slips are provided under conditions that guarantee the integrity and confidentiality of the data. The El Khomri Labor Law of August 8, 2016, simplifies the procedure: electronic pay slips are now the norm, and it is up to the employee to request a paper copy if they wish to receive one. The law also establishes new protections for data storage, protection, and confidentiality .
Several standards govern the transition to document digitization, ensuring that companies using paperless solutions are fully compliant with the law. Numerous measures also ensure the integrity and absolute confidentiality of data when exchanging or sending documents. The Docoon by DPii solution allows you to time-stamp, sign, and archive pay slips and contracts—or any other HR document—while fully complying with current legal requirements.
Consider this: the EDM (Electronic Document Management) solutions we develop optimize document management and search times, with files and folders easily and quickly accessible from any platform. They also eliminate the risk of misplacing documents, which is important in light of the law that requires documents to be kept for a legal period of 50 years for pay slips and a minimum of 10 years for employment contracts. Thus, according to Decree No. 2016-1762 of December 16, 2016, relating to the dematerialization of pay slips and their accessibility within the framework of the personal activity account, electronic pay slips must be available—archived—either for a period of 50 years or until the employee reaches the age of 75.
5 good reasons to go paperless with pay slips and employment contracts
If we take the example of pay slips, there are five good reasons to switch to paperless pay slips:
- Reduce all costs associated with using paper: eliminate printing, photocopying, and enveloping costs for pay slips, as well as costs related to consumables (ink, paper). Eliminate mailing costs (purchasing stamps, postage, mail delivery services), as well as filing and archiving costs. Not to mention the space savings: free up storage space for paper archives. So goodbye to paper pay slips!
The digitization of pay slips and the automation of their distribution is a quick process to implement and a source of savings. DAF-Mag (the leading media outlet for CFOs) estimates the savings at €13,000 per year for a company with 170 employees.
- Productivity gains for the HR department: automating distribution through electronic pay slips frees up valuable time for HR teams. This time saved allows them to focus on strategic tasks: Strategic Workforce Planning (SWP), recruitment, performance reviews, Quality of Life at Work (QLW), CSR, etc.
- Document security, confidentiality, and compliance. Our digitization solutions eliminate the risk of losing or destroying original documents. Pay slips are available and can be viewed at any time. They are archived for 50 years on a platform that can be accessed from a smartphone, PC, or tablet. You can be sure that you are complying with legal and regulatory requirements and are also prepared for future legal changes. The company gains in efficiency and traceability.
- Enhancing your employer brand. By choosing a paperless solution, you significantly improve your company's carbon footprint. In the eyes of your customers/partners/job applicants, you enhance your brand image.
- Meeting employee expectations: the acceleration of digital technology and the widespread adoption of remote working are making employees more demanding when it comes to HR services, particularly the "digital native" generation. Digital pay slips allow employees to access them at any time, either in their electronic safe or via their Personal Activity Account (CPA).
The digitization of pay slips and employment contracts simplifies management and reduces environmental impact while ensuring data security, integrity, and confidentiality, thanks to guaranteed legal oversight and obligations. In addition, each employee has secure access to their personal space where they can view, download, and archive their pay slips and contracts. To put this need into context, it is estimated that each year, an employee exchanges around 200 paper documents with their employer (pay slips, leave requests, employee savings accounts, etc.)! Digitization also fits perfectly with the government's drive to digitize businesses. Would you like to find out more about our digitization solutions? Don't hesitate to contact us!
(1) Source : Digiposte awareness barometer, 2023
