New digital personnel file requirements in vietnam

In businesses, storing, managing, and circulating paper documents consumes significant space, cost, and manpower. Therefore, document digitization is an inevitable process, transforming traditional documents into digital formats that can be managed and used on computers. In this article, Faro Vietnam will present to you updated regulations on storing employee data electronically.

1. What is document digitization?

Document digitization is the process of converting documents from physical forms (such as paper, printed documents, images, tapes, etc.) to digital formats (computer files). This vietnam mandates for electronic labor record management process is usually performed using devices such as scanners, digital cameras, or specialized software to create electronic copies of the original documents.

2. Why do businesses need to digitize documents?

2.1. Government Recommendations

On March 5, 2020, the Government issued Decree No. 30/2020/ND-CP on guidelines for digitizing hr documents for compliance document management, clearly stipulating the contents regarding the drafting, signing, approval, and management of documents, procedures, and deadlines for document processing…

In particular, document and file management is a mandatory requirement for state agencies and organizations. For businesses and other organizations, the government encourages them to refer to this decree to develop their own accurate and effective procedures and regulations.

To optimize this activity, document digitization is considered the first step to help businesses improve efficiency and increase flexibility in document and information management. 

Vietnam mandates for electronic labor record management

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2.2. Optimizing Work Performance and Productivity

Document digitization brings enormous benefits in improving the work performance and productivity of businesses. Instead of wasting time manually searching through files, employees can quickly access necessary information through digital search tools. The ability to access documents anytime, anywhere, from various devices, facilitates work flexibility and remote work.

Furthermore, sharing and collaborating on digitized documents becomes easier and more efficient, fostering teamwork. Digital document management systems also integrate version control features, minimizing errors caused by the misuse of outdated document versions.

2.3. Promoting Comprehensive Digital Transformation

Document digitization is not just a localized solution but a crucial stepping stone in the comprehensive digital transformation of an enterprise. It provides a solid foundation for the application of other advanced technologies such as artificial intelligence (AI), machine learning, and process automation (RPA). Moving towards a paperless office not only helps businesses operate more efficiently but also improves the image of a modern, advanced enterprise in the eyes of customers and partners.

2.4. Supporting Data Analysis and Strategic Decision-Making

After being digitized and managed on specialized systems, documents become a valuable data source for businesses. Powerful data search and analysis tools allow businesses to easily extract necessary information from large volumes of documents. Compiling and generating reports from digitized data becomes faster and more accurate, providing detailed and useful information for analyzing market trends, evaluating operational efficiency, and supporting sound, data-driven business decision-making.

3. Document Digitization Process

3.1. Preparing Documents and Workspace

Organizing Documents: Before beginning digitization, documents need to be categorized, labeled, and systematically organized. Documents need to be checked to remove unnecessary copies or expired documents.

Workspace: A clean and well-lit workspace is necessary to ensure a smooth digitization process.

3.2. Choosing Digitization Tools and Software

Select document digitization tools, including scanners, OCR (Optical Character Recognition) software, and document management software. OCR software converts documents from images to searchable and editable text.

Scanner: The scanner must have high resolution to ensure clear digitized document quality.

OCR Software: OCR software such as Adobe Acrobat and ABBYY FineReader can recognize and convert text in image documents into editable and searchable text.
 

Electronic employment records compliance for employers

3.3. Scanning and Digitizing Documents

Scanning Documents: Use a scanner to scan digital onboarding documentation rules for vietnam companies. This process can be done in batch scanning or scanning documents one at a time. Documents need to be scanned at high resolution (usually 300 dpi or higher) to ensure quality.

Text conversion using OCR: After the document is scanned, OCR software will convert the document from image format to editable and searchable text format.

3.4. Storing and Classifying Digital Documents

Organizing digital documents: Digital documents need to be organized in a clear and easily searchable folder structure. This may include classification by document type, date, or tags.

Document storage: Digital documents can be stored in electronic document management systems (DMS), on the cloud, or on internal servers. These storage software programs provide features for fast searching, security, and document version management.

3.5. Verification and Confirmation of Accuracy

Checking the quality of digital documents: After digitization, the documents need to be checked again to ensure that the text has been accurately converted from the images and is free of errors.

Data Verification: Check the digital documents stored in the system to ensure that all important information has been stored correctly and is readily accessible.

3.6. Data Security and Backup

Data Security: Ensure that digital documents are protected by security measures such as encryption, restricted access, and two-factor authentication to protect data from security threats.

Data Backup: Perform regular backups of digital documents to ensure that no data is lost in the event of a technical failure.

3.7. Staff and Management Training

Staff Training: Provide training to staff on how to use the digital document storage system, including how to search, retrieve, and share documents.

Document Management: Develop a digital document management process, including document classification, security regulations, and procedures for updating new documents.

Faro Vietnam confidently positions itself as a solution to help businesses build electronic employment records compliance for employers, a smart work environment, eliminating paperwork and manual processes to improve overall efficiency.

If you would like to learn more about Faro Vietnam, please feel free to contact us using the information below:
Faro Vietnam

• Email: service@farovietnam.com.vn

HANOI HEAD OFFICE

• Tel: + 84 24 3974 3091

HO CHI MINH CITY OFFICE

• Tel: + 84 28 3821 4654

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