Definition of the term („What is a Digital Personnel File?“) 

The di­gi­tal per­son­nel file is a soft­ware so­lu­ti­on used to ma­na­ge staff-re­la­ted do­cu­ments. It con­ta­ins scan­ned do­cu­ments as well as spe­ci­fi­cal­ly crea­ted do­cu­ments and in­for­ma­ti­on pro­vi­ded from other IT systems.

Which contents belong in a digital personnel file?

The­se may in­clude pay slips, lea­ve ap­pli­ca­ti­ons, sick lea­ve and ap­pli­ca­ti­on do­cu­ments. The ex­cep­ti­ons are do­cu­ments which may vio­la­te an emplyee’s per­so­nal rights. Among them ae do­cu­ments in­forming about the employee’s he­alth con­di­ti­on or ge­ne­ral do­cu­ments by the oc­cu­pa­tio­nal phy­si­ci­an, such as dia­gno­ses, tre­at­ments and psy­cho­lo­gi­cal re­ports (ob­li­ga­ti­on for con­fi­den­tia­li­ty ac­cor­ding to § 8 Sec. 1 of the Ger­man Oc­cu­pa­tio­nal Safe­ty and He­alth Act).

What is the aim of the digital personnel file?

The aim of this di­gi­tal per­son­nel file is to re­place the tra­di­tio­nal pa­per-ba­sed per­son­nel file with the elec­tro­nic sto­rage. This way, ad­mi­nis­tra­ti­ve pro­ces­ses are ac­ce­le­ra­ted and the pro­ces­ses are shor­ten­ed and ac­ce­le­ra­ted re­sul­ting in si­gni­fi­cant time sa­vings. Mo­reo­ver, you can re­du­ce cos­ts and im­pro­ve the qua­li­ty using a di­gi­tal per­son­nel file.