Digital Employee File Software
Manage all personnel data in a digital personnel file
More than 3,000 customers in more than 30 countries rely on software from Rexx Systems
Digital Personnel file
Optimise your HR processes and save valuable time.
Legal certainty & data protection
Meet GDPR and compliance requirements automatically.
Key Data Overview
Keep track of employee data – digitally, securely and across all locations.
Digital personnel file from Rexx Systems
Rexx Systems’ digital personnel file software allows you to view all your employees’ data at a glance and delivers significant time savings in your HR processes. This enables you to manage your workforce with maximum efficiency – securely and in compliance with data protection regulations.
All relevant employee data is displayed clearly and across all locations in a central dashboard:
- Contact and contract details
- Salary data and trends
- Correspondence, emails and scanned documents
- Information on training and further education
- Skills, development and organisational affiliation
- Equipment, cost centres, expense claims
- Maternity leave, parental leave and absences, as well as holiday entitlement and hours worked
What are the benefits of software for digital personnel files?
Digital HR records software consolidates all HR documents into a single system and replaces manual procedures with automated processes.
Improved efficiency
Documents can be found and edited in a matter of secons using a keyword search,
Space and cost savings
Eliminating physical folders permanently reduces storage and printing costs.
Access from anywhere, at any time
HR teams can securely access all data via a web portal or app.
Greater data security
Encryption, role-based access rights and audit trails protect confidential information.
Automated routine processes
Deadline and workflow management reminds you of tasks such as contract renewals and documentation.
Compliance and integrity
Full historical tracking and audit-proof archiving comply with GDPR and GoBD requirements.
Digital personnel file software eliminates time-consuming paper-based processes, enabling HR departments to work much more quickly and in full compliance with legal requirements thanks to automated document management and compliance checks.
Try out digital personnel file software
Streamline your HR processes with digital personnel file software, saving you time and ensuring that employee data is always processed in compliance with the GDPR.
Digital personnel file software: an overview of all features
The wide range of features in Rexx System’s digital personnel file, the heart of our HR Software, makes managing your staff easier.
Workflow Engine
These include the ability to quickly locate documents and events using the Search & List Engine, or automatic reminders for tasks via the Workflow Engine (end of probation, expiry of a fixed-term contract or parental leave).
Digital personnel file with a data warehouse
The integrated data warehouse provides freely configurable and informative reports at the click of a mouse, such as patient statistics, weekly hours worked or the number of new admissions, which can be easily exported as PDF documents. Interfaces to third-party systems are handled by the Rexx Human Resources API. This makes it easy to integrate any data into your employees’ digital personnel files.
Digitising personnel files
Using the form letter module, you can generate HR documents directly in digital format and file them in the electronic personnel file, e.g. employment references. As paper cannot be completely avoided, the Scan Manager helps you process it efficiently. Documents are digitised in batches and conveniently assigned to the relevant employees’ digital files.
The scans are indexed during file entry and tagged with intelligent search criteria. This means you can find any document in a matter of seconds using the Search & List Engine.
Furthermore, relevant documents, such as employment references, can be conveniently digitally signed within the software and stored in the electronic personnel file.
Digitise your personnel files in Rexx Systems
Optimise your HR workflows, eliminate data silos and keep track of all employee data in compliance with the GDPR.
4.8 tonnes of personnel files digitised - helping Hermes significantly improve the way it works
Through its collaboration with Rexx Systems, Hermes had more than 4.8 tonnes of physical personnel files automatically scanned and archived in an audit-proof manner. Thanks to immediate, decentralised access to all digital files, the HR team saves valuable time every day and can focus on strategic tasks instead of manually searching for documents.
“Especially for our decentralised organisation, digitising personnel files was an important step towards enabling efficient ways of working in Germany. In terms of sustainability, using the digital personnel file and other digital services that we offer to our employees with Rexx was an important step.”
Herr Thorsten Bültmann Head of HR Services at Hermes
More features in
the Rexx Suite
The Digital Personnel File is part of the Rexx Suite and can be easily integrated with other HR modules. This means that feedback, performance targets and career development steps are directly incorporated into the HR strategy.
Digital Employee File
Staff Appointment
Time Tracking
Reference Text Modules
Workflow Software
Whistleblowing Software
What information does a digital personnel file contain?
The contents of the electronic personnel file bring together all relevant employee data and replace a paper-based filing system. A digital personnel file gives HR teams structured access at any time to:
- Personal details: Name, date of birth, contact details, National Insurance number
- Contract and employment data: Employment contract, hiring date, position, department, information on gross and net salary, working time models
- Performance and feedback data: Performance and target agreements, Employee appraisals, Feedback
- Qualifications and further training: Degrees, certificates, training courses, continuing education records
- Leave and absence information: Leave requests, sick notes, special leave
- Career events: Transfers, promotions, contract amendments
This comprehensive database enables employee data to be quickly located, updated and archived in an audit-proof manner.
What information should not be included in
the digital personnel file?
As a general rule, sensitive or legally protected data should not be stored in the digital personnel file.
This includes, amongst other things:
- Health data: medical diagnoses, medical history, genetic information
- Religious or political beliefs: information on religious affiliation or political views
- Criminal record data: convictions and ongoing criminal proceedings
- Third-party social data: information about family members or emergency contacts
- Application documents without employment relevance: unsolicited certificates or references
It is important to note that the specific guidelines and regulations governing the storage and processing of personal data may vary depending on the country and legal system.
Companies should therefore familiarise themselves with the applicable data protection regulations and ensure that they comply with them.
Switch to digital personnel file software
Retire your paper-based personnel files and boost the efficiency, speed and transparency of your day-to-day HR work.
The digital personnel file is the future of HR management. It offers numerous advantages over paper-based personnel files, such as:
Time saved
With a digital personnel file, you can quickly and easily access all the key information about your employees. You no longer need to search for paper files or carry them from one place to another.
Efficiency
A digital personnel file makes your HR management more efficient. It automates workflows and streamlines manual processes, freeing up more time for other tasks.
Safety
A digital personnel file is secure. Your employee data is protected against unauthorised access. You can archive your data in an audit-proof manner and retrieve it at any time.
Improved compliance
With a digital personnel file, you can make informed decisions about your staff more quickly. You have all the key information at your fingertips and can analyse it quickly and easily.
Faster decision-making
With a digital personnel file, you can make informed decisions about your staff more quickly. You have all the key information at your fingertips and can analyse it quickly and easily.
Note: When digitising personnel files using software, you must ensure that metadata (date, document type) is entered correctly so that you can retrieve them later. In a digital personnel file, these categories can be represented using keywords and folder structures. This provides a clear overview without the need to spend time leafing through physical files.
What our customers say about the digital personnel file from Rexx Systems
“By digitising our personnel files, we not only save a great deal of cabinet space and valuable time, but also have our colleagues’ data available at any time and from anywhere.”
“With Rexx HR, we were able to make our HR processes significantly more efficient. Thanks to Self Service and the documentation of all processes directly in the digital personnel file, we achieve a comprehensive overview.”
“The evolution from paper forms to digitalisation alone has brought us enormous benefits in terms of standardisation and reporting.”
Try your new software
for digital personnel files
Digital Personnel File Software –
Frequently Asked Questions
What is a digital personnel file?
A digital personnel file is an electronic system in which all employee data – from master data and contracts to performance reviews – is stored in a structured and searchable format. It completely replaces paper files, enables audit-proof archiving in accordance with GoBD and the GDPR, and provides HR teams with quick access to relevant information.
Is a digital personnel file mandatory?
A personnel file as such is not explicitly regulated by a single law. However, it results from various retention obligations under Section 257 of the German Commercial Code (Handelsgesetzbuch) and Section 147 of the German Fiscal Code (Abgabenordnung) for employment contracts, payroll documents and tax-relevant records. Since 2022, Section 41b of the German Income Tax Act (Einkommensteuergesetz) has required the digital provision of payroll documents, making a digital employee file mandatory for many employers.
How long must personnel files be kept?
The retention period for personnel files ranges from six to ten years, depending on the type of document: payroll records must be kept for at least ten years, and tax-related documents for six years. With an electronic personnel file, retention periods can be monitored automatically and filing deadlines managed via workflow.
What are the benefits of Rexx Systems’ digital personnel file software?
Rexx Systems brings all HR processes together on a single platform and significantly improves day-to-day operations through automated deadline and workflow management. The software for digital personnel files enables GDPR-compliant archiving, role-based access control and rapid integration with payroll, time and attendance, and applicant tracking systems.
How does the digital personnel file integrate with other HR modules?
Good digital personnel file software seamlessly integrates personnel files with modules for recruitment, time tracking and onboarding, ensuring that data is entered only once and kept up to date across all systems. Rexx Systems offers open APIs and standard interfaces to DATEV, time management and applicant tracking systems for end-to-end HR processes.
How can I digitise my personnel file?
When digitising personnel files, paper documents are converted to PDF using OCR-assisted scanning, indexed and automatically tagged with metadata such as name, department and document type. Modern software enables batch processing, quality checks and audit-proof storage, allowing you to minimise manual tasks and ensure a smooth transition.