Digitization of HR communications is no longer the future, but the present. As of June 2025, new regulations on the employment of foreigners in Poland enforce the full electronification of legalization processes. This means that companies must adapt their operations - from workflow to reporting and contract reporting - to online systems. But how to implement these changes legally and avoid penalties?
Why has digitization of HR communications become a responsibility?
An amendment to the Law on the Employment of Foreigners has moved most procedures to the Internet. Employers are now required to, among other things:
- Sending copies of contracts before starting work,
- Prompt reporting of the start and end of employment,
- Using a central information system instead of paper applications.
The goal is clear: shorter procedures, greater transparency and full control over the legality of employment.
How to prepare the HR department for digitization?
The transition from paper to digital documents requires not only technology, but also a shift in thinking within HR teams. The most important steps are:
- Audit your current processes - Check which documents are still being handled manually.
- Implementation of HRM systems - integrated with government platforms.
- Training for HR employees - To avoid errors of interpretation and delays.
- Data security policy - In compliance with RODO and the requirements of the Act.
The most common mistakes when digitizing HR communications
- Postponing implementation "for later" and lack of time for training.
- Keeping dual records (paper and digital), which creates chaos.
- Inadequate data security and lack of backups.
- Failure to adapt procedures to the industry (e.g., manufacturing, logistics, construction).
How to implement digitization according to the new law - step by step?
- Familiarize yourself with the requirements of the law - Identify which obligations apply to your company.
- Choose IT tools - platforms for legalization, contract workflow and reporting.
- Train your HR team and line managers - so they know how the new system works.
- Test and monitor - Verify the correctness of processes in the first months.
- Work with experts - A temporary staffing agency or HR partner can take over some of the responsibilities and minimize risk.
Why work with a partner like NJOB?
At NJOB, not only have we been the first to implement digital processes, but we also share our knowledge with our business partners. As a result, companies don't have to face new systems and the risk of errors on their own. We take care of everything - from documents to reporting - so that HR can focus on growth, not bureaucracy.
The digitization of HR communications is a huge change, but also an opportunity for more efficient and secure HR management. Companies that quickly adapt to the new requirements will gain a competitive advantage. So it's worth implementing the right solutions, training teams and, most importantly, acting in accordance with the new law. We know how to do it. Get in touch with us.