Digital Employee File – The first step into a digital HR world

The digital age is changing our working structures and ways of working. It demands an increasing willingness for change from employees and managers and forces many departments to act. In times of the digital change, the human resources department is also called upon to prove its willingness to innovate. The pressure is thus becoming more and more intense to open up to the digital change and to act as a pioneer of digitization in the company. The first step towards a digital HR department is the introduction of a digital employee file. This will gradually banish paper from the office and at the same time make HR work more efficient. The new technology thus transforms complex document management into clever, cross-departmental HR processes.

Document management is one of the biggest time wasters in HR. This must change if companies want to remain competitive in the future. Starting with archiving and filing of documents, up to the tedious search for documents or document generation, many HR processes urgently need a digital make-over. Document management today must be fast, secure and efficient. Those who still cling to paper in their daily business will not stand a chance in the digital world.  

The digital personnel file as an internal communication tool

The most important factor on the way to modern document management is active, cross-departmental cooperation. A digital personnel file links all process steps that affect employees, managers and HR staff. With the creation, coordination and administration of documents, HR tasks will in future be processed where they arise. Employees and managers communicate by means of simple process steps and are actively involved in human resources processes. The HR department thus acts as a process designer and no longer as the sole executing force in day-to-day operations. This allows a maximum of transparency and makes document management much easier.

Cross-site access to employee files ensures that all HR employees have the same level of information. By adopting authorization systems, the digital personnel file can be seamlessly integrated into the existing HCM. Working with existing workflows prevents duplication of work and gives HR staff the opportunity to make the best possible use of the synergistic effects. Through case-sensitive usability, the document collection can be adapted to the needs of the respective target groups. Unlike paper files, digital employee files are scalable and can be adapted to the current number of employees as the company grows without high storage costs. The company also has no need to worry about data protection, thanks to the protection provided by data security and data protection compliance with current security standards.

Digital employee file as a strategic tool

In the digital personnel file, all employee information can be bundled company-wide, centrally managed and processed. Once the digital file is filled with valuable employee data, it forms an effective basis for the strategic orientation of an entire company. Key figures on sickness absence through the selection of incoming certificates of disability can be determined very easily. Preventive measures to avoid impending waves of fluctuation can be initiated at an early stage by analyzing employee appraisals. The use of a digital employee file as a strategic tool enables the HR department to take on an advisory role and thus creates considerable added value in terms of achieving the company’s objectives.

The digital personnel file is just the beginning

The next step towards a 100% digital human resources management is the automation of document-based processes. For example, the creation and approval process for a job reference or employment contract can be created in a very short time using clever algorithms. The combination of clever document management in the digital employee file with automated processes revolutionizes HR work and brings the HR department a whole step closer to the digital age.