Digital Personnel File software
Software for your Digital Personnel File
Manage your application documents, references, vacation requests, certificates and much more with the digital personnel file by Digital Life Sciences. Accelerate the handling of daily HR department processes and thus reduce your company’s personnel costs. Ensure that only selected persons are authorized to view the corresponding personnel documents and also guarantee a continuously updated status of the personnel file.
How do you benefit from the Digital Personnel File software?
Some features covered by our software solution
Regulatory requirements of the digital personnel file
33 Good reasons for a cooperation with Digital LS
You’re not convinced yet? Find out about 33 good reasons speaking for a cooperation with Digital Life Sciences GmbH. We will show you reasons from the provider’s point of view, from the software point of view and other general reasons that distinguish us.
“Digital Life Sciences has helped us make our paper-based processes more digital. In the past, we mainly printed out a lot of things, stamped them, signed them and transacted them on paper or with office documents. Some things had to be kept in hardcopy form for years. Today, we work with real digital documents that we can distribute with just a few clicks, regardless of whether the employees in question are currently working at home or somewhere else. Processes have become at least 20 percent faster.”
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The Digital Personnel File is a component of the d.velop life Sciences solution suite. Each product is powerful on its own, but when used together they are even better.
Document Control software
Whether work / process instructions (SOPs), process descriptions, test specifications or other types of documents — you can create, revise and sign them all digitally with the document control software.
Training Management software
Extend the “Document Control” module to actively plan and record the qualifications of your employees with our training management software.
QM Workflows (Complaint | DC | CAPA | CC)
Digitalize your ISO processes. Control your production-related QM processes using digital workflows.
Frequently asked questions (FAQs) about the Digital Personnel File
How are personnel files created?
Folders are created in d.velop documents (formerly d.3ecm) via a folder scheme for documents with the same attribute values.
Is data security guaranteed?
The administration determines which employees are allowed to view and/or edit personnel documents. Moreover, the ‘Personnel’ section is only displayed for authorized users via an activity profile.
Does access to a digital personnel file follow the same guidelines as a paper file?
The employer can decide whether to keep a traditional paper file or a more modern digital personnel file. The legislator has not regulated this and does not distinguish between the two types. The only important thing is that the file is protected from access by unauthorized third parties and that access is only granted to a limited group of people. In the case of classic paper filing, this can be done by locking them in separate rooms or in cabinets or safes. Only the responsible persons may then have a key. With digital files, the same effect can be achieved by using various technical devices and special software. For example, it is possible to implement password protection. The legal requirements can be met in a variety of ways. For example, it is easier to make only certain parts of a file visible and thus protect the employee in the best possible way. This is more difficult with paper files. From a purely legal perspective, however, the same requirements apply to paper files as to digital personnel files.
Can I destroy the documents after they have been digitized?
In principle, paper documents can be destroyed as soon as they have been scanned. This is one of the great advantages of a personnel file: you save space and resources since not all documents have to be kept in paper form. However, it is advisable to keep some documents. This is always the case when original documents with signatures are involved, such as an employment contract. The presence of the original can be particularly advantageous in court proceedings. At the same time, digitization offers protection in case the original is lost. Other documents may be destroyed without any problems. However, there are also certain points that need to be considered. Since most documents will contain personal data, it is not sufficient to throw them into a paper container. Here, too, care must be taken to ensure that no unauthorized persons can gain access to it. In practice, this can be ensured by shredding. A special document shredder is required for this purpose. When buying the machine, you need to make sure that the paper is cut into very small particles. Only when there are no more cross-references to the documents can the confidential documents be safely placed in the trash with the others and disposed of.
Is it possible to pre-record/book personnel documents?
The personnel management in the Digital Life Sciences client supports the booking of personnel documents. The properties (attributes) for the documents are recorded in the archive and a barcode label can be printed optionally. Once the document is available, it is assigned to the data record via the barcode or the import.
Which barcode types are supported?
The personnel management support the barcode types ‘PDF417’, ‘Barcode128’ and ‘Barcode39’. The barcode type can be set according to customer requirements.
Can some parts of the personnel file be kept in digital form and others in traditional paper form? Do I have to digitize my existing paper files when introducing a digital personnel file?
Employers have a great deal of latitude in managing their personnel files, as there is no legal requirement to do so. You can choose to keep traditional paper files, but you can also digitize them or opt for both. If not all paper documents have been scanned, reference must be made to the other part of the file in each case. This is the only way to ensure that employees have the right to inspect what is stored where and in what form. As long as this notice is present, the previous paper files do not have to be scanned either, so the file can simply be continued digitally. However, for clarity and also to facilitate the employee’s right of inspection, a full scan is recommended. From a legal perspective, it is important that both types of storage take into account data protection regulations with regard to the personal data they contain. For example, both types should be secured so that only authorized people can access them. However, if data protection regulations are complied with in all cases, the files can be kept in both paper and digital form.
As a human resources manager, which solution should you choose?
Now, of course, there are a variety of software solutions for maintaining digital personnel files. In the end, the solutions all do the same thing for the most part, but the difference — as is so often the case — is in the details. Whether the solution of Digital Life Sciences is suitable for your company, our experts from the sales department will gladly find out together with you in a conversation. Upon request, we will also be happy to present our solution in detail to you and your HR staff.
You have a question on the digital personnel file?
Our sales team will help you promptly and gladly.