An employee leaves their company on a Friday, and by the following Monday, their access to the internal HR portal is cut off. Their pay slips from the last three years, certificates, training records: inaccessible. This is precisely the type of situation that Arkevia, a digital safe designed for employees, was created to avoid.
Arkevia and Document Portability After Leaving the Company
We don’t think about it enough, but the portability of the digital safe is the criterion that makes a difference on a daily basis. The Arkevia safe remains accessible to the employee even after the end of their contract. In practical terms, the deposited documents (pay slips, employer certificates, contracts) do not disappear with the termination of the contractual relationship.
Related reading : Reviving Your Wood: Everything You Need to Know About Wood Brighteners
Several feedbacks from companies indicate that the consultation rate of pay slips is higher on Arkevia than on traditional intranets or HR portals. The reason is simple: when you know that access will survive a change of employer, you get into the habit of consulting and organizing your documents in this space rather than downloading them in bulk onto a hard drive.
This continuity of access meets a specific regulatory requirement. Article L.3243-2 of the Labor Code mandates that the employee can retrieve their electronic pay slips for an extended period, including after their departure. For those who want to learn everything about Arkevia digital safe, this compliance with the Labor Code and GDPR constitutes the technical foundation of the platform.
Further reading : Everything You Need to Know About the Trendy Bar and Cocktail Scene in Belgium
GDPR Compliance and Electronic Pay Slip on Arkevia
The dematerialization of pay slips is not just a simple modernization gimmick. It falls within a strict legal framework that many companies underestimate during deployment.
Employee’s Right to Refuse
One point that HR services must integrate from the setup: the employee retains the right to refuse the electronic version and demand a paper slip. Arkevia incorporates this option into its process, preventing the employer from unknowingly being in violation.
Data Archiving and Encryption
The documents stored in the Arkevia digital safe benefit from encryption that complies with GDPR requirements. In practice, this means that neither the employer nor a network administrator can access the content of an employee’s safe without their explicit consent.
- Pay slips are archived in a secure space unique to each employee, separate from the company’s HR servers.
- Access relies on individual authentication via the myarkevia platform, with personal credentials.
- The deletion of documents remains under the control of the safe holder, not the employer.
This clear separation between the company space and the employee space is what distinguishes a true digital safe from a simple shared directory on an internal cloud.
Document Management on a Daily Basis on myarkevia
Beyond pay slips, Arkevia allows for the storage of personal files: diplomas, transcripts, invoices, identity documents. You end up with a centralized archiving space, accessible from any connected device.
The automatic classification of documents deposited by the employer prevents the accumulation of bulk files. When an HR service sends a slip via the Arkevia connector (compatible with payroll solutions like Sage or Silae), the document arrives directly in the correct folder of the employee’s safe, named and dated.
For files added manually, sorting relies on a simple tree structure. Feedback varies on this point: some users find the classification sufficient, while others would have preferred a more flexible tagging system. Nevertheless, the myarkevia interface remains functional for everyday use.
Accepted Formats and Storage Limits
Documents are stored in PDF format, which ensures their readability over the long term without relying on specific software. The PDF format ensures the integrity of the document throughout its retention period, a concrete advantage when it comes to pay slips that must remain accessible for years.
Deployment of Arkevia from the Company’s Side: What HR Should Anticipate
A successful deployment is not just about activating a connector between the payroll software and Arkevia. Several operational points need to be addressed in advance.
- Internal communication to employees must explain the right to refuse the electronic format, to avoid subsequent disputes.
- The configuration of the connector (Sage, Silae, or other HRIS) requires a testing phase to ensure that the slips arrive in the correct safe, in the right format.
- Management of departures must be anticipated: the employee retains their safe, but the company stops depositing documents there. This transition must be automated.
A well-prepared deployment reduces requests to the HR service in the months following implementation. Recurring questions (forgotten password, document missing) are resolved more quickly when the initial registration process has been properly managed.
The value of a digital safe like Arkevia is not measured on the day of its activation, but on the day when you really need it: during a personal tax audit, a mortgage application, or a dispute with a former employer. Having your pay slips and documents archived in a secure space, accessible regardless of your professional situation, is exactly what dematerialization should guarantee to every employee.