Definition of the term („What is a Digital Personnel File?“)
The digital personnel file is a software solution used to manage staff-related documents. It contains scanned documents as well as specifically created documents and information provided from other IT systems.
Which contents belong in a digital personnel file?
These may include pay slips, leave applications, sick leave and application documents. The exceptions are documents which may violate an emplyee’s personal rights. Among them ae documents informing about the employee’s health condition or general documents by the occupational physician, such as diagnoses, treatments and psychological reports (obligation for confidentiality according to § 8 Sec. 1 of the German Occupational Safety and Health Act).
What is the aim of the digital personnel file?
The aim of this digital personnel file is to replace the traditional paper-based personnel file with the electronic storage. This way, administrative processes are accelerated and the processes are shortened and accelerated resulting in significant time savings. Moreover, you can reduce costs and improve the quality using a digital personnel file.