Enhancing Employer Brand: Olga Sheshukova from "Takkom" sets focus on Human Resources
Russian organizations are increasingly adopting Kadroвый электронный документооборот (KEDO), a system for managing personnel documents electronically. This shift towards digitalization aims to enhance security, improve efficiency, and ensure compliance with Russian data protection laws.
Essential Requirements for KEDO Implementation
The core requirements for KEDO implementation revolve around secure, legally compliant electronic handling of personnel documents. These include:
- Russian Cryptographic Tools: To safeguard personal data within the electronic document management system, ensuring confidentiality and integrity of personnel information.
- Digital Handling of HR Documents: The system should enable digital handling of HR documents such as employment contracts, personnel records, leave applications, and other related documents, in an automated and legally compliant manner.
- Compliance with Russian Regulations: The organization should comply with Russian federal laws governing electronic document management and personal data protection, including requirements for accounting and audit trails when processing personnel documents electronically.
- Certified Electronic Signatures: The organization should adopt software that supports a certified electronic signature to legally bind the documents exchanged within the system.
Popular KEDO Solutions
One of the popular ready-made EDM solutions for KEDO is "Soctom-EDM". This service offers quick setup of legally significant exchange of electronic documents between employees and employers, providing an optimal set of modules and tariffs, and training the client's employees to work in the service.
Transitioning to KEDO: What Employers Need to Know
Employers must develop a local act regulating the rules for transitioning to EDM and using ES, notify employees about the transition, and obtain their written consent. It is also the employer's responsibility to cover the cost of issuing electronic signatures for employees. QES for individuals can only be issued by commercial certification centers like "Tascom".
Advantages of KEDO for Employees
For employees, the main advantage of KEDO is the quick resolution of HR requests, including remotely and without visiting the office. KEDO also provides convenient storage of HR documents in an electronic archive.
The Future of KEDO
The changes regulated by Federal Law 377-FZ dated November 22, 2021, have added articles 22.1-22.3 "Electronic Document Flow in Labor Relations" to the Russian Labor Code. While there is no precise information on when EDM will become mandatory in Russia, transitioning to EDM now is a proactive step recommended by "Soctom".
In conclusion, KEDO is a method of exchanging documents between an employer and employees in electronic form, without the need for paper duplicates. It offers significant advantages, such as cost reduction, time-saving, reduction in errors, and increased reliability and confidentiality in information transfer. For any company that applies advanced technologies and digitalization in its business, KEDO is a relevant and essential tool for enhancing HR operations.
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