Personnel file (digital)

Definition of the term (“What is a digital personnel file?”) 

The di­gi­tal per­son­nel file, also known as an e‑file or di­gi­tal em­ployee file, is a soft­ware so­lu­ti­on for ma­na­ging and sto­ring em­ployee data. It re­places tra­di­tio­nal phy­si­cal fol­ders and en­ables com­pa­nies to store and or­ga­ni­ze all re­le­vant in­for­ma­ti­on about their em­ployees in di­gi­tal form. It in­cludes scan­ned do­cu­ments, do­cu­ments crea­ted in-house as well as in­for­ma­ti­on brought in from other IT systems.

What content belongs in a digital personnel file?

The con­tents in­clude, for ex­am­p­le, pay­rolls, va­ca­ti­on re­quests, sick lea­ve or even job ap­pli­ca­ti­on do­cu­ments. Ex­cep­ti­ons to this are do­cu­ments that could vio­la­te an employee’s per­so­nal rights. This ap­pli­es, among other things, to do­cu­ments that pro­vi­de in­for­ma­ti­on about the employee’s sta­te of he­alth or ge­ne­ral do­cu­ments from the com­pa­ny doc­tor, such as dia­gno­ses, tre­at­ments and also psy­cho­lo­gi­cal re­ports (duty of con­fi­den­tia­li­ty in ac­cordance with Sec­tion 8 (1) of the Ger­man Oc­cu­pa­tio­nal Safe­ty and He­alth Act).

What is the goal of a digital personnel file?

The goal of a di­gi­tal per­son­nel file is to re­place the tra­di­tio­nal pa­per per­son­nel file with elec­tro­nic ar­chi­ving. This ap­proach speeds up ad­mi­nis­tra­ti­ve pro­ces­ses and shor­tens and ac­ce­le­ra­tes workflows.

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Our di­gi­tiza­ti­on so­lu­ti­ons pri­ma­ri­ly ad­dress do­cu­ment-ba­sed pro­ces­ses in ma­nu­fac­tu­ring, pro­duc­tion and qua­li­ty ma­nage­ment. The ba­sis of the dls | eQMS is a ho­li­stic ECM/DMS sys­tem. The ECM/DMS sys­tem can be con­nec­ted to your exis­ting ERP sys­tem (e.g. SAP) and, thus, map al­most all do­cu­ment-ba­sed pro­ces­ses in the company.

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What are the advantages of a digital personnel file?

The in­tro­duc­tion of a di­gi­tal per­son­nel file co­mes with a num­ber of ad­van­ta­ges that com­pa­nies should not ignore:

  • Ef­fi­ci­en­cy im­pro­ve­ment: Ma­nu­al­ly ma­na­ging pa­per files can be time-con­sum­ing and er­ror-pro­ne. The di­gi­tal per­son­nel file au­to­ma­tes this pro­cess and en­ables in­for­ma­ti­on to be sear­ched and up­dated more quickly. 
  • Se­cu­ri­ty and data pri­va­cy: The se­cu­ri­ty of em­ployee data is of ut­most im­portance. With a di­gi­tal per­son­nel file, com­pa­nies are able to bet­ter con­trol ac­cess to sen­si­ti­ve in­for­ma­ti­on and com­ply with data pro­tec­tion gui­de­lines more easily. 
  • Space sa­ving: Sto­ring phy­si­cal fol­ders re­qui­res a lot of space and can be ex­pen­si­ve. With a di­gi­tal per­son­nel file, com­pa­nies do not only save space, but also costs. 
  • Fle­xi­bi­li­ty: Em­ployees can ac­cess their data from any­whe­re, which enhan­ces fle­xi­bi­li­ty and mo­bi­li­ty in the mo­dern work environment.

How is a digital personnel file implemented?

The in­tro­duc­tion of a di­gi­tal per­son­nel file re­qui­res careful plan­ning and im­ple­men­ta­ti­on. Here are some steps com­pa­nies should con­sider in the im­ple­men­ta­ti­on process:

  • Step 1 — Needs ana­ly­sis: At the be­gin­ning, a tho­rough ana­ly­sis of the company’s re­qui­re­ments should be car­ri­ed out. What in­for­ma­ti­on needs to be stored? Which func­tions are required? 
  • Step 2 — Sel­ec­tion of the soft­ware: The­re are va­rious soft­ware so­lu­ti­ons on the mar­ket that of­fer di­gi­tal per­son­nel files. Com­pa­nies should choo­se the of­fer that best fits their needs. A good ex­am­p­le can be found here.
  • Step 3 — Trai­ning of em­ployees: Em­ployees need to be pro­per­ly trai­ned on the new plat­form to en­su­re they can work ef­fi­ci­ent­ly with it. 
  • Step 4 — Data move: Trans­fer­ring exis­ting em­ployee data to the di­gi­tal per­son­nel file re­qui­res careful plan­ning in or­der to avo­id data loss. 
  • Step 5 — In­te­gra­ti­on: The di­gi­tal per­son­nel file should be seam­less­ly in­te­gra­ted with exis­ting sys­tems like wage and sala­ry accounting.

Conclusion

The di­gi­tal per­son­nel file is un­doub­ted­ly the fu­ture of per­son­nel data ma­nage­ment. It of­fers ef­fi­ci­en­cy, se­cu­ri­ty, space sa­vings and fle­xi­bi­li­ty that are es­sen­ti­al in today’s busi­ness world. Com­pa­nies that de­ci­de for the im­ple­men­ta­ti­on will be­ne­fit from the num­e­rous advantages.

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Frequently Asked Questions (FAQs)

Is the di­gi­tal per­son­nel file se­cu­re?
Yes, the di­gi­tal per­son­nel fol­der of­fers grea­ter se­cu­ri­ty and pri­va­cy con­trol com­pared to phy­si­cal folders.

What ty­pes of in­for­ma­ti­on can be stored in a di­gi­tal per­son­nel file?
A di­gi­tal per­son­nel file can store all in­for­ma­ti­on on em­ployees, in­clu­ding per­so­nal data, per­for­mance re­ports and trai­ning documents.

Is the im­ple­men­ta­ti­on ex­pen­si­ve?
The cost of im­ple­men­ting a di­gi­tal per­son­nel file va­ries de­pen­ding on the size of the com­pa­ny and the soft­ware so­lu­ti­ons cho­sen, but is of­ten more cost-ef­fec­ti­ve in the long run.

How se­cu­re is the stored data from ha­cker at­tacks?
Mo­dern di­gi­tal per­son­nel files have ro­bust se­cu­ri­ty me­a­su­res to pro­tect data from hack­ing. Ho­we­ver, ad­he­rence to best safe­ty prac­ti­ces is important.

Can the di­gi­tal per­son­nel file be used in dif­fe­rent lan­guages?
Yes, most di­gi­tal per­son­nel files sup­port mul­ti­ple lan­guages to meet the needs of in­ter­na­tio­nal companies.

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