Digital personnel file

Re­cords are crea­ted in d.3ecm using a fol­der sche­me for do­cu­ments with the same at­tri­bu­te values.

The ad­mi­nis­tra­ti­on de­ter­mi­nes which em­ployees are al­lo­wed to view and/or edit per­son­nel do­cu­ments. Mo­reo­ver, the ‘Per­son­nel’ sec­tion is only dis­play­ed for aut­ho­ri­zed users via an ac­ti­vi­ty profile.

The em­ploy­er can de­ci­de whe­ther to keep a tra­di­tio­nal pa­per file or a more mo­dern di­gi­tal per­son­nel file. The le­gis­la­tor has not re­gu­la­ted this and does not dis­tin­guish bet­ween the two ty­pes. The only im­portant thing is that the file is pro­tec­ted from ac­cess by un­aut­ho­ri­zed third par­ties and that ac­cess is only gran­ted to a li­mi­ted group of peop­le. In the case of clas­sic pa­per filing, this can be done by lo­cking them in se­pa­ra­te rooms or in ca­bi­nets or safes. Only the re­spon­si­ble per­sons may then have a key. With di­gi­tal files, the same ef­fect can be achie­ved by using va­rious tech­ni­cal de­vices and spe­cial soft­ware. For ex­amp­le, it is pos­si­ble to im­ple­ment pass­word pro­tec­tion. The le­gal re­qui­re­ments can be met in a va­rie­ty of ways. For ex­amp­le, it is ea­sier to make only cer­tain parts of a file vi­si­ble and thus pro­tect the em­ployee in the best pos­si­ble way. This is more dif­fi­cult with pa­per files. From a pu­re­ly le­gal per­spec­ti­ve, howe­ver, the same re­qui­re­ments ap­p­ly to pa­per files as to di­gi­tal per­son­nel files.

In princip­le, pa­per do­cu­ments can be de­s­troy­ed as soon as they have been scan­ned. This is one of the gre­at ad­van­ta­ges of a per­son­nel file: You save space and re­sour­ces by not ha­ving to keep all do­cu­ments in pa­per form. Howe­ver, it is ad­vi­s­able to keep some do­cu­ments. This is al­ways the case when ori­gi­nal do­cu­ments with si­gna­tures are in­vol­ved, such as an em­ploy­ment con­tract. The pre­sence of the ori­gi­nal can be par­ti­cu­lar­ly ad­van­ta­ge­ous in court pro­cee­dings. At the same time, di­gi­tiz­a­ti­on of­fers pro­tec­tion in case the ori­gi­nal is lost. Other do­cu­ments may be de­s­troy­ed wi­thout any pro­blems. Howe­ver, the­re are also cer­tain points that need to be con­si­de­red. Sin­ce most do­cu­ments will con­tain per­so­nal data, it is not suf­fi­ci­ent to throw them into a pa­per con­tai­ner. Here, too, care must be ta­ken to en­su­re that no un­aut­ho­ri­zed per­sons can gain ac­cess to it. In prac­ti­ce, this can be en­su­red by shred­ding. A spe­cial do­cu­ment shred­der is re­qui­red for this pur­po­se. When buy­ing the ma­chi­ne, you need to make sure that the pa­per is cut into very small par­ti­cles. Only when the­re are no more cross-re­fe­ren­ces to the do­cu­ments can the con­fi­den­ti­al do­cu­ments be safe­ly pla­ced in the trash with the others and dis­po­sed of.