Digital Personnel File

Employment contract, references, sick notes, training certificates and correspondence — one complete, structured file per person. With the register structure HR knows, but searchable in seconds.

Role-based permissions ensure only authorized people have access — HR fully, managers only their teams, defined document types only for defined roles. Every access is logged: GDPR-compliant and audit-proof.

Recurring routines run digitally:

• Onboarding: checklists and tasks as soon as the employment contract exists — created automatically from the template if desired
• Deadlines and follow-ups: expiring fixed terms, certificates or work permits announce themselves in time
• Completeness check: the file knows which documents are missing

Personnel data is subject to strict deletion obligations. With our GDPR deletion concept, documents — or individual parts such as ID copies — are deleted automatically and logged once the periods expire.

Existing files are scanned, processed with OCR and automatically assigned to the right person and register. On request we handle the complete digitization including privacy-compliant disposal of the paper files.

Role-based permissions handle that: HR sees everything, managers only their teams — and particularly sensitive document types can be restricted to individual roles. Every access is logged.

Yes — fixed-term contracts, expiring certificates or work permits create a task for the responsible person in time. Nothing expires unnoticed anymore.

The file remains as long as legal retention periods run — then the deletion concept takes over: documents or individual parts are deleted automatically and logged.