Digital Personnel File
digital personnel File Functions
Make HR tasks a breeze with digital
personnel records
d.velop’s digital personnel file system digitalises and automates much of your human resource processes while ensuring greater transparency. The dedicated personnel file for each employee provides a home for every relevant document. From the initial application, to the contract, pay slips and sick leave – all personnel documents can be found in one place. A truly digital HR system requires fully digital employee record keeping. The digital personnel files also offer greater security – with individually configurable rights management to ensure only authorised individuals can access sensitive data.
Dit garandeert dat de juiste mensen dossiers kunnen inzien en bijwerken wanneer dat nodig is - maar niemand anders. Zo'n digitaal archiefsysteem omzeilt ook het risico op verlies van kostbare HR-gegevens en voorkomt manipulatie door derden. Digitale personeelsdossiers verhogen de efficiëntie en verlagen de risico's over de hele linie, waardoor uw administratiekosten aanzienlijk dalen.
Geautomatiseerde processen
- Workflow-supported automation of all HR-related processes.
- Tasks and steps are never forgotten thanks to automatic reminders and task management.
- 1:1 mapping of existing filing structures in the digital file plan.
Wettelijk verplichte archivering
- Strict, automatic adherence to all retention periods, statutory data protection regulations, archiving obligations, and prescribed deletion deadlines in accordance with GoBD.
- Central, space-saving archiving of all scanned documents – from contracts to sick notes.
- Secure 256-bit AES encryption (Advanced Encryption Standard).
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Easy search and find
- Precise search functions ensure that every detail of every file remains instantly accessible – even years later.
- Misfiled records are detected in no time.
- Cross-location access
- Role-based access to personnel data
Digital File ProjeCt guide
Een succesvolle uitrol van digitale personeelsdossiers in drie fasen
In de projectgids "Een succesvolle uitrol van digitale personeelsdossiers in drie fasen" leer je het proces van de invoering van digitale personeelsdossiers - van de voorbereidingsfase tot de implementatie en vestiging in het bedrijf.
After 17 pages of valuable reading, including practical tips and checklists, you will be ready to start implementing digital personnel files in your company!
Digital personnel file for all systems
The most popular digital personnel files
among our customers
Microsoft M365
Digital personnel file for Microsoft 365
Maintaining and managing a personnel file is often time-consuming and sometimes exhausting. Information is incomplete. Searching for documents takes far too long. And a lengthy search increases administrative costs. With the digital personnel file in Microsoft SharePoint, you can manage your HR data efficiently and clearly.
SAP
Digitaal personeelsdossier voor SAP
The d.velop personnel file for SAP is fully integrated into SAP. For archiving (filing) documents, only a standard ArchiveLink interface is required. The digital personnel file has a very clear and straightforward structure. The actual personnel file is divided into so-called “registers” and “sub-registers”, into which the documents are organised.
Webinar
Digitale personeelsdossiers voor het tijdperk van werken op afstand
Leer in het webinar de voordelen van digitale personeelsdossiers en hoe u de manier waarop u met documenten en informatie in uw organisatie werkt effectief kunt beheren, versnellen en vereenvoudigen met behulp van d.velop documents.
- Algemene uitdagingen bij het beheer van HR-documenten
- Live presentatie van onze oplossing
- Wrap-up & digitaal personeelsdossier in het grote geheel
Ferdinand Bilstein uses d.velop personnel file
At some point, working with paper files became extremely tedious. That’s why we now use the digital personnel file from d.velop AG. The result: We save a lot of time when processing and can access files from absolutely anywhere – from the car, in a café, or at home. It’s a huge relief and a major advantage.
Andreas Blau
HR Business Partner
Ferdinand Bilstein GmbH & Co. KG
FAQ
Frequently asked questions about the digital personnel file
An electronic personnel file refers to a digital form of documenting employee records, replacing the traditional paper-based personnel file. It involves collecting, managing, and storing data and information about an individual. Typically, this includes details on identity, career development, training and education, application documents, and other relevant experience and qualifications.
A digital personnel file contains all HR documents relevant to the employment relationship between employee and employer. This includes, for example, employment contracts, sick notes, application documents, or payslips.
No, a digital personnel file is not mandatory. For instance, in many countries such as Germany, there is currently no legal requirement to implement one.
To create digital personnel files, the associated documents are scanned using OCR software or uploaded to the system via drag-and-drop and automatically sorted into the correct file. The software recognises the document’s properties and assigns it accordingly.
An electronic personnel file offers numerous benefits for managing HR documents. Individually configurable access rights ensure that only authorised persons can access the files. Digital archiving prevents document loss and manipulation, increasing security. Administrative costs are reduced as files are stored and archived digitally. In addition, legally required retention periods are met, ensuring compliance. In short, using an electronic personnel file enables a more efficient HR process.
There are various providers offering HR software solutions. For example, with d.velop documents (DMS), personnel files can be mapped digitally.
Contact & Consultation
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Simply request a live demo.