Digital Personnel Files: Clean Out those Mountains of Paper

Even in 2016, lots of companies are still managing correspondence, work contracts, and certifications for their employees using paper files. Often, documents from countless years stack up in offices and basements. Slowly but steadily, however, digitization is making strides here as well: in personnel management, in particular, a wide portfolio of solutions have been developed based on SAP to efficiently support HR employees in their everyday work – with personnel files front and centre.

 

What is a personnel file?

A digital personnel file provides a place to organize and save all documents for an employee. Frequently, file management systems are directly integrated into company solutions from SAP or IBM. Gone are the days of mountains of files, stapling documents, or unwieldy processes.

 

You can call up all important information on your employees at a glance. You have all the information you need in one centralized location and can access the most current data. HR processes like raises or creating personalized documents can also be triggered directly from the digital file itself. Thanks to innovative document management, you have more time for strategizing success.

 

How secure is a digital personnel file?

One especially important question is the security of sensitive personal data. There are a variety of options for safeguarding data in the long term, as an example from Munich public utilities shows.

 

The topic of security starts with defining access rights. SAP solutions already include such authorization systems, which are also well suited for accessing digital personnel files. These stop unauthorized individuals from viewing personnel files.

 

Audit-proof archiving

In contrast to paper files, digital versions always includes a protocol function that shows who did what, and when, with a personnel file. All documents are stored in an audit-proof manner. This means that they can saved such that they always remain traceable, cannot be changed, and are secured against falsification. Additionally, digital files guarantee that you will actually be able to observe deletion deadlines for personal documents prescribed by the legislature. Therefore, digital files have significant advantages over paper ones when it comes to data security as well.

 

Want to learn more? Just take a look at digital personnel files from EASY here.