Employee Electronic Dossier — Digital Transformation of HSE at Sovcombank

Prerequisites for Digitalization: Scale and Generational Shift

HSE management in a distributed structure with over 36,000 employees and thousands of branches inevitably faces the problem of paper document flow. Tens of thousands of briefing cards, acknowledgment sheets for special assessment of working conditions (SAWC), and occupational risk assessments are generated annually. The traditional approach of sending paper documents via courier services not only slows down processes but also requires enormous financial costs.

In her presentation, Marina Oleynikova analyzes a practical case of transforming the HSE management system at PJSC Sovcombank. The transition to a digital format was dictated not only by savings but also by a demographic factor: the average age of the bank's employees is 35 years. The younger generation expects convenient digital services, not outdated procedures for collecting paper signatures.

Architecture of the Employee Electronic Dossier

The foundation of the digital transformation was the creation of a unified ecosystem integrating several software products. 1C acts as the master system, where workplaces are registered and compensations are assigned. Corporate task trackers and mobile signing systems, adapted for both office staff and employees with a traveling nature of work, are used for communication with employees and collecting simple electronic signatures (SES).

A key element of the architecture is the electronic archive, which forms a cumulative dossier based on the employee's SNILS. This ensures transparency during internal audits and inspections by supervisory authorities. Routine operations, such as sending notifications, monitoring acknowledgments, and escalating tasks to managers, have been transferred to software bots, minimizing the human factor and ensuring 100% coverage.

Change Management and Transformation of the HSE Specialist Role

The speaker emphasizes that technical implementation accounted for only 20% of the project, while 80% of the effort required change management. The introduction of automation faced resistance from some HSE staff, who feared losing their jobs due to the abandonment of familiar paperwork.

The transition to electronic document management radically changed the functionality of specialists. The focus shifted from operational routine to analytics, proactive risk management, and building convenient services for internal customers. Automation freed up time for real safety work, and the direct economic effect of abandoning courier shipments amounted to about 14 million rubles per year.

Legal Barriers and Hybrid Document Flow

Despite large-scale digitalization, completely getting rid of paper is not yet possible due to conservative legislative requirements. The presentation details the approach to working with documents that require an exclusively "wet" signature, such as briefing logs. In these cases, process duplication is applied: the physical signature is retained to comply with the Ministry of Labor requirements, while the data is simultaneously recorded in the electronic system to ensure the integrity of the digital archive.

What you will learn from this webinar:

• How to integrate 1C, electronic document management (EDM) systems, and corporate messengers into a single HSE management loop?
• How does automation save tens of millions of rubles on document logistics?
• How to overcome the resistance of HSE staff when implementing digital tools?
• Which HSE documents can be legitimately signed with a simple electronic signature, and where is paper duplication required?
• How are the competency requirements for an HSE specialist changing in the context of digital transformation?