The digital personnel file
Create, manage and archive personnel files
Fast and digital access to your documents
With the digital personnel file, you can digitize your personnel data and documents.
From application documents to sick notes and contracts – the electronic personnel file manages your documents in one place, creating a transparent overview.
Authorized persons can accessall documents easily, quickly and securely with our software solution .
This not only speeds up HR processes in companies – it also saves your HR employees time in their tasks.
The future of HR processes: The digital personnel file
Digitization has also found its way into the field of human resources.
Regardless of the size of the company, numerous documents and their content need to be managed here.
This includes many aspects, from the recording of applicants to the personal data of current employees to data deletion in accordance with the EU GDPR.
Regulations and legal provisions must be taken into account.
With the digital personnel file, you can handle these often time-consuming tasks completely electronically, which you can now do much faster than in the traditional way.
Paper was yesterday
Paper is not only expensive, it also makes collaboration confusing and slow.
In addition, digitalization and remote working models require a document management system that allows employees to access documents electronically from anywhere and at any time.
In the long term, the HR department will also move away from paper files.
Because it’s obvious: digital files are more practical, clearer and easier to maintain than their analog counterparts.
The introduction of electronic files also saves space.
The software enables HR management to access all data from any location.
Processes also benefit from increased speed, transparency and efficiency.
Your benefits with the digital personnel file
All relevant information in one place.
You have full transparency in your personnel processes.
Efficient collaboration through digital workflows.
Flexible access to all HR documents - regardless of whether you are working from home or in the office.
More space and less paper by reducing paper consumption.
Clear interface: All tasks and work steps at a glance with just one click.
Find HR data quickly and easily.
Relieve your HR staff.
Audit-proof archiving: reliable compliance with legal requirements.
How to manage HR documents in compliance with the law
Digital personnel files contain a large amount of personal data that requires particularly secure protection.
Thanks to our digital document management, you can easily implement data protection regulations and retention periods.
How to comply with data protection
HR management involves working with sensitive data.
The task of the HR department is to protect this data.
Confusing paper files make this task more difficult.
To avoid this hurdle, it is worth switching to electronic personnel files.
The electronic form allows you to store personal data in compliance with data protection regulations.
All administrative processes in the digital personnel file comply with statutory data protection requirements.
Our digital personnel file uses an advanced rights concept that guarantees that only authorized employees have access to sensitive personnel information.
Permanently delete documents and comply with retention periods
Claims arising from employment relationships are time-barred.
The GDPR stipulates that personal data must be deleted if the data is no longer required to fulfill a justified purpose.
With the dataglobal Group’s digital personnel file, you can set deletion periods for digital documents.
This ensures that you comply with retention periods in a timely manner.
FAQ: The most frequently asked questions about the digital personnel file
What is a digital personnel file?
The digital personnel file is the electronic form of the classic paper file.
It is a must for companies that want to successfully implement digitization.
All important information about an employee is recorded and digitized in the digital personnel file.
With the help of document management software, companies archive documents and data in digital form.
In addition to reducing the amount of paper, the main focus of the introduction is that every authorized employee can access the personnel file anytime and anywhere.
Users can also use the software to edit documents digitally and share them with other users.
What belongs in a digital personnel file?
The electronic personnel file contains all documents and data relevant to an employment relationship.
From application documents and contracts to further training – authorized employees can view, edit and share the required information with just one click using the digital personnel file software.
This includes the following information:
- Application documents
- Contract documents
- Personnel master data
- Social security certificate
- Sick days and vacation days
- Information on the employee’s development
- Certificates of further training
- Warnings, sanctions
- Assessments, certificates
- Letter of termination
- Correspondence with employees
How is a digital personnel file introduced?
We work with you to introduce the digital personnel file in your company.
Thanks to our experience from projects that have already been implemented, we are aware of potential hurdles and proactively take these into account during the planning stage.
Implementation takes place in several steps.
In the first step, we work with you to define your requirements and clarify important questions for the project.
Only after we have outlined your optimal solution do we move on to implementation.
First, your paper documents are scanned and archived in digital form.
Digital documents from various connections, such as SAP, MS Office or Sharepoint, are also added to the digital file.
The file is then filled with all relevant master data and HR documents.
Finally, the authorizations for employees and management are defined.
We also work with you to program smart rules.
These can ensure, for example, that you comply with retention periods for various documents.
Even after implementation, we won’t leave you on your own.
We offer you and your team training at any time to ensure successful collaboration with the electronic file.
Why should you switch to electronic personnel files?
More and more companies are recognizing the benefits of digitalization: lean and digital processes, immediate availability of information and transparent collaboration.
The HR department can also optimize its work processes through digital transformation.
The digital personnel file is much more than just scanning and then filing paper documents in digital form.
It enables HR employees to access data and documents from anywhere and at any time.
The integrated HR software also enables HR departments to collaborate digitally and efficiently.
Users can access and edit documents directly and share them within the team.
Changes to the document are always recorded.
This means that authorized users can track the status of the data at any time.