Digital personnel file
Digital personnel files: How to successfully manage employee data in the modern age
Digital personnel files are replacing traditional paper files in human resources. They enable centralised, secure and structured storage of all employee information – from contracts and references to absences – in a GDPR-compliant manner that can be accessed at any time.
What is a digital personnel file?
A digital personnel file is the electronic form of the traditional personnel file. It contains all relevant documents relating to employees – stored digitally, managed centrally and often integrated into higher-level HR software.
What advantages does the digital personnel file offer for HR?
Time savings, clarity and legal certainty: HR departments benefit from fast access, automated workflows and GDPR-compliant archiving. No more leafing through pages – everything is digital, audit-proof and available across all locations.
Digital personnel files as part of modern HR software
Digital personnel files are often part of a larger HR software package, e.g. as a module in an applicant management system or as an interface to time recording and absence management. Important: ease of use and access control.
Security and compliance in digital document management
Good systems offer structured document management with access concepts, protocols and automated rights assignment. This allows HR teams to keep track of sensitive information and meet compliance requirements.
FAQs: The most important questions about digital personnel files
1. Are digital personnel files legally permitted?
Yes, digital personnel files are legally permissible – provided they are managed in accordance with the GDPR and BDSG. This means that personal data must be processed and stored securely and protected against unauthorised access.
2. Which documents belong in the digital personnel file?
A digital personnel file should contain all relevant documents relating to the employment relationship: employment contract, payslips, references, training certificates, absence records or target agreements – stored centrally and accessible at any time.
3. Can paper documents be integrated?
Yes, existing paper documents can be easily digitised. Scanning and structured filing in the digital file makes access easier – while complying with legal archiving requirements.
The digital personnel file is an essential component of modern human resources work. It saves time, increases transparency and is an important step towards the digitalisation of HR processes – especially in combination with flexible HR software.