The digital personnel file, also known as the electronic personnel file, replaced the traditional personnel file. With the digital version, an HR Manager can pull-up all relevant information with a push of the button at any time. The goal of the digital personnel file is to streamline administrative procedures and thereby make work in Human Resources easier.
Digital employee file
Employee management in Personio
Any desired employee attributes
Decide which information you want saved in the personnel file and create new sections or attributes you want depicted in the employee profile.
Role-based viewing and editing rights for employee data
You decide which employee roles will be created in Personio and what access, proposal, and editing rights will apply to each role.
Viewing tables and org-charts
The employee overview can be depicted and exported in tabular or organigram format.
Employee management in Personio
Advantages of the digital employee file
Employee information is accessible from any location at any time.
Precise rights management
Precise control over who may see or change certain information.
Avoiding the use of paper personnel files saves time, storage room, and money.
Exchange data easily
Information can be quickly, consistently, and securely passed-on to tax advisors.
How much leeway do you have to improve your HR Management?
Personio supports you in all of your HR processes, from managing applicants or vacations to payroll accounting. Receive a free Test-Account or find out in our 20 minute Webdemo which processes you can optimize through the use of more efficient software.
Data security made in Germany
Contents of the employee file
Information relevant to the employment relationship is recorded in the personnel file. What exactly this includes is not defined by law.
Usually it includes:
- The employment contract
- Proof of trainings/education
- For foreign employees, the work permit
- If necessary, warnings (usually for up to 3 years)
- CV from the application
However, documents with information on medical history, or anything to do with the private life of the employee, has no place in the personnel file.
Access by employees to their personnel files
Every employee has the right to see their personnel file. When the file is electronically saved and archived, the employee can do this easily from their desk or even smartphone.
When the personnel documents are stored in paper form, an authorized employee from the human resources department must make the required file accessible. Modern software solutions usually have an authorization concept that determines the rolls for employees and groups. This allows, for example, normal employees to see only their own file while supervisors will be able to view the files from their employees. Members of the Workers’ Council or the HR department can be given specific access rights as well.
Employees without their own computer can exercise their rights using a computer terminal or through the access in the HR department.
Data protection and digital personnel files
Every business is required to protect personnel files from access by unauthorized third-parties. When the files are electronically managed, you must be careful to ensure the server, where the documents are saved, meets the legal requirements and that you have a contract regarding data processing with your provider.
All documents managed with the Personio HR Management Software are stored in ISO certified data centers in Germany. Thus, nothing stands in the way of successful digitalization.
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