Digital personnel file

Ma­na­ge your ap­p­li­ca­ti­on do­cu­ments, re­fe­ren­ces, va­ca­ti­on re­quests, cer­ti­fi­ca­tes and much more with the di­gi­tal per­son­nel file by d.velop Life Sci­en­ces. Ac­ce­le­ra­te the hand­ling of dai­ly HR de­part­ment pro­ces­ses and thus re­du­ce your company’s per­son­nel cos­ts. En­su­re that only selec­ted per­sons are aut­ho­ri­zed to view the cor­re­spon­ding per­son­nel do­cu­ments and also gua­ran­tee a con­ti­nuous­ly up­dated sta­tus of the per­son­nel file.

How do you benefit from the Digital Personnel File software?

Digital management

Di­gi­tal­ly store your ap­p­li­ca­ti­on do­cu­ments, cer­ti­fi­ca­tes, va­ca­ti­on re­quests, cer­ti­fi­ca­tes etc.

Booking

Cap­tu­re ap­pro­pria­te me­ta­da­ta be­fo­re­hand and scan the do­cu­ments afterwards.

Increased data security

Pro­tect your data from un­wan­ted in­ter­fe­rence by un­aut­ho­ri­zed users and from de­st­ruc­ti­ve forces. 

Individual configuration

Let the mo­du­les be con­fi­gu­red ac­cord­ing to your wis­hes and pre­fe­ren­ces to fa­ci­li­ta­te the on­boar­ding trai­ning for your colleagues. 

Focus on core business

Save time se­ar­ching for per­son­nel do­cu­ments and fo­cus on your core business.

Transparency

In­cre­a­se the trans­pa­ren­cy of your per­son­nel pro­ces­ses and al­ways have your tasks in view.

Central information platform

Use the d.3ecm sys­tem as your cen­tral in­for­ma­ti­on plat­form on which you can re­trie­ve all your data at short notice.

Constant availability

Ac­cess your data at any time. It does not mat­ter whe­re you are. 

Some features covered by our software solution

Regulatory requirements of the digital personnel file

33 Good reasons for a cooperation with d.velop LS

You’­re not con­vin­ced yet? Find out about 33 good re­a­sons spea­king for a coope­ra­ti­on with d.velop Life Sci­en­ces GmbH. We will show you re­a­sons from the provider’s point of view, from the soft­ware point of view and other ge­ne­ral re­a­sons that dis­tin­guish us. 

Frequently asked questions (FAQs) about the 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.
The per­son­nel ma­nage­ment in the d.velop life sci­en­ces cli­ent sup­ports the boo­king of per­son­nel do­cu­ments. The pro­per­ties (at­tri­bu­tes) for the do­cu­ments are re­cor­ded in the ar­chi­ve and a bar­code la­bel can be prin­ted op­tio­nal­ly. Once the do­cu­ment is avail­ab­le, it is as­si­gned to the data re­cord via the bar­code or the import.
The per­son­nel ma­nage­ment sup­port the bar­code ty­pes ‘PDF417’, ‘Barcode128’ and ‘Barcode39’. The bar­code type can be set ac­cord­ing to cus­to­mer requirements.
Em­ploy­ers have a gre­at deal of la­ti­tu­de in ma­na­ging their per­son­nel files, as the­re is no le­gal re­qui­re­ment to do so. You can choo­se to keep tra­di­tio­nal pa­per files, but you can also di­gi­ti­ze them or opt for both. If not all pa­per do­cu­ments have been scan­ned, re­fe­rence must be made to the other part of the file in each case. This is the only way to en­su­re that em­ployees have the right to in­spect what is stored whe­re and in what form. As long as this no­ti­ce is pre­sent, the pre­vious pa­per files do not have to be scan­ned eit­her, so the file can sim­ply be con­ti­nued di­gi­tal­ly. Howe­ver, for cla­ri­ty and also to fa­ci­li­ta­te the employee’s right of in­spec­tion, a full scan is re­com­men­ded. From a le­gal per­spec­ti­ve, it is im­portant that both ty­pes of sto­rage take into ac­count data pro­tec­tion re­gu­la­ti­ons with re­gard to the per­so­nal data they con­tain. For ex­amp­le, both ty­pes should be se­cu­red so that only aut­ho­ri­zed peop­le can ac­cess them. Howe­ver, if data pro­tec­tion re­gu­la­ti­ons are com­plied with in all ca­ses, the files can be kept in both pa­per and di­gi­tal form.

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Quick contact

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