Employee files store employment-relevant data. However, there is no legal definition of this data. In most cases, HR managers are able to determine the structure and contents of digital employee files themselves.
Personio, for example, allows you to create customized employee attributes and to combine these in specific areas, so-called sections. HR information, for example, constitutes such a section. This information comprises the hire date, the duration of the probation period, etc. All sections and the associated employee attributes are displayed in the employee profile. The following sections have proven useful for our customers:
Section: Public profile
Example: name, gender, email address, etc.
Section: HR information
Example: hire date, supervisor, duration of probation period, etc.
Section: Personal data
Example: birth name, country of birth, LinkedIn profile, etc.
Section: Payroll data
Example: tax category, marital status, religion
Each section can hold any number of attributes. Other sections that have proven helpful for Personio users are: bank details, talent management, HR contact, emergency contact, company pension plan, languages, skills management and employee equipment. For a full list of sections and attributes visit this page.
Employees are able to view and update predefined areas of their digital employee file themselves, e.g. their current telephone number. As a result, you no longer need to deal with this at all. You only need to define who is authorized to update which data.