Digital personnel file:
Reliable, secure & efficient

Managing personnel files doesn’t have to be complicated.
With a digital personnel file, you have all your employees’ important documents and data in one place – securely, clearly and accessible at all times.

Forget cumbersome paper files and enjoy how easy modern personnel management can be.

Don’t know how to switch to digital personnel files? We will be happy to support you and guide you through the process. With Teamhero’s personnel management software, you can quickly learn how to manage your personnel files digitally. Modern, simple and flexible.

What is a digital personnel file?

A digital personnel file is an electronic version of the conventional personnel file. It makes it possible to manage and store all employees and their documents digitally.

The advantages are obvious: time and cost savings, increased security and a central database that can be accessed at any time. The Employee portal from Teamhero allows employees to update their data themselves, for example, which relieves the HR department and keeps the data up to date at all times.

Information on the other functions of Teamhero can be found here.

What are the advantages of a digital personnel file?

Jennifer, Martin and Hendrik discuss the personnel management process

The digital personnel file offers a whole range of fundamental advantages that benefit both employers and employees.

Time and cost savings

Digitizing personnel files eliminates the need for expensive paper archives. Documents can be found and processed more quickly, which significantly reduces processing time. It only takes a few minutes to find and process a digital file compared to often twenty or more minutes per process with paper files.

Improved analyses

Thanks to centrally stored data, the electronic personnel file facilitates quick and precise analyses. This supports personnel development and helps to develop measures to reduce absenteeism.

High security

Electronic personnel files offer a high level of security. Intelligent rights systems prevent unauthorized access and meet all legal data protection requirements. Compared to paper files, which can be physically stolen or damaged, digital data is better protected when using high-quality administration software such as Teamhero.

Space saving

By eliminating physical archives, companies gain valuable space that can be used for other purposes. This not only frees up space, but also reduces archiving costs.

What belongs in a digital personnel file?

Take your processes and personnel management to the next level. The contents of a digital personnel file include all documents and data that are relevant to the employment relationship. This includes, for example

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Master data
Personal information such as name, address, contact details and date of birth of employees
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Contract documents
Employment contracts, addenda, supplementary agreements (e.g. company car regulations) and contract termination letters.
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Wage and salary documents
Pay slips, social insurance certificates, income tax certificates and time sheets.
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Absence and sickness data
Vacation requests, sick notes, maternity protection documents and parental leave requests.
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Performance and development documents
Appraisals, further training certificates, target agreements and development plans.
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Other documents
Certificates, driving licenses, safety checks and company pension agreements

Electronic personnel file:
What you need to watch out for

An electronic personnel file has many advantages, but there are also a few things you need to bear in mind when using it.

Data protection and security

Security and data protection are always important when dealing with digital personnel files. Teamhero offers the highest Safety standards through ISO-certified hosting in German data centers. This allows you to ensure that only authorized persons have access to sensitive data.

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Compliance with legal requirements

Companies must ensure that the digital personnel file meets all legal requirements. This includes the secure storage of documents and compliance with Retention periods.

With software from a proven company like Teamhero, you can be sure that all legal requirements are met, as this software is specifically designed to meet these requirements.

Create your digital personnel file with Teamhero – quickly, efficiently and easily

With Teamhero, you can digitize your personnel file and benefit from the numerous advantages of a digital personnel file. Our software makes managing personnel file content simple and efficient. User-friendly functions such as Employee Self Service and high security standards make everyday life in your HR department noticeably easier.

Start now with Teamhero and experience how quick and easy it can be to digitize your personnel files. Contact us us today!

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