The Largest Retail Network in Poland
Jerónimo Martins Polska S.A. is the owner of Poland’s largest retail chain – Biedronka, which operates 3,659 stores across more than 1,300 locations. For nearly three decades, the company has played a key role in the Polish retail market, offering carefully selected, high-quality products at affordable prices. By collaborating with nearly 1,800 Polish suppliers, Jerónimo Martins Polska is committed to sustainable development. With over 81,000 employees, it is also the largest employer in Poland.
Digitizing Processes in a Decentralized Organization
As the manager of Poland’s largest retail chain, Jerónimo Martins Polska handles thousands of transactions, business processes, and documents every day. In such a large and geographically dispersed organization, the traditional circulation of paper documents was becoming an increasing challenge. Time-consuming processes, the need for physical transportation of documents between branches, and limited control over document flow led the company to seek a more efficient solution.
Another crucial factor driving the change in Jerónimo Martins Polska was data security. In the digital age, with growing demands for information protection, paper documents carried risks of loss, damage, or unauthorized access. By implementing a modern electronic signature and document management system, the company aimed not only to enhance process control but also to meet the highest security standards.
Additionally, reducing paper consumption was a key priority. As a company dedicated to sustainable development and environmental responsibility, Jerónimo Martins Polska sought to implement a paperless strategy, replacing paper-based documentation with digital equivalents. This digital transformation was designed to reduce operational costs and minimize the company’s carbon footprint.
All these factors – the need for efficiency, security, and sustainability – led Jerónimo Martins Polska to decide on a comprehensive document digitization system. The key goal was to create a solution that allows for seamless and intuitive document signing, approval, and archiving, both within the organization and in collaboration with external business partners. The project covered all business units of Jerónimo Martins Polska, including headquarters and retail outlets.
Challenges of a “Paper-Based” Organization
- Improving document workflow efficiency in a decentralized company
- Enhancing security in document storage and processing
- Reducing paper consumption in line with the paperless strategy
- Automating processes related to document signing
SimplySign Electronic Signature and Asseco’s Paperless Tools
To address the challenges related to process efficiency and document security, Jerónimo Martins Polska decided to implement a modern digital document workflow system based on Asseco Data Systems’ paperless solutions: the Signer platform, the SimplySign qualified electronic signature, and the SignHub component.
The central component of the implemented system is the Signer platform, which enables electronic document signing and transmission, regardless of the user’s location. Approval processes can be configured to align with the organizational hierarchy and structure, and thanks to the signature queuing feature, documents are directed to the right people at the right time. At the same time, by utilizing the SignHub component, the platform allows for the use of multiple signature methods depending on the circumstances: SMS authentication, SimplySign, qualified signatures from providers other than Asseco. Currently, 700 employees use the platform.
Additionally, 90 employees at Jerónimo Martins Polska have received mobile SimplySign electronic signatures, enabling them to conveniently sign documents from anywhere using only a smartphone or computer. This is particularly crucial for a decentralized organization like Jerónimo Martins Polska, where decisions must be made quickly, regardless of the physical presence of decision-makers.
A qualified validation service ensures process security, guaranteeing the authenticity and evidentiary durability of electronic signatures. This eliminates the risk of unauthorized modifications and enhances trust in digital document workflows.
Elimination of Paper-Based Document Flow
The implementation process began in January 2023 and was completed in December of the same year. The project involved 7 experts from Asseco Data Systems and 20 specialists from Jerónimo Martins Poland.
From the very first days of operation, the system significantly improved the company’s daily functioning, enabling fast and secure document signing, enhancing work efficiency, and eliminating paper documentation and the barriers associated with traditional document workflows.
Advantages of Implementing Paperless Processes
- Higher efficiency – reduction in document circulation time
- Increased security – compliance with e-signature regulations
- Financial savings – elimination of paper and archiving costs
- Eco-friendly approach – reduction in paper consumption within the organization
