Digital personnel file
All employee data at a glance – a noticeable time saving in HR processes enables you to have highly efficient personnel management with the support of the digital personnel file from rexx systems.
In the Digital Personnel File software you can find all of your employees’ relevant data in a convenient overview, across locations and internationally:
Contact data
salary data & salary development
correspondence
scanned documents
emails & telephone notes
training & further education information
development
skills
organizational affiliation
office equipment
maternity protection & parental leave
contract data
absences & vacation data
hourly balance
cost center & expense reports
and other important information
Digital personnel file - convenient overview
Numerous functions in the digital personnel file, the heart of the rexx HR software, make digital employee management easier.
This includes quickly finding documents and events using the search & list engine or automatic reminders of tasks using the workflow engine (e.g. end of the probationary period, expiry of the contract term or parental leave).
Data warehouse behind the digital personnel file
The integrated data warehouse offers freely configurable and meaningful evaluations at the click of a mouse, such as health statistics, weekly hours or the number of new admissions, which can be easily exported as a PDF document.
Interfaces to third-party systems are served by the rexx Human Resources API. In this way, you can easily integrate any data into your employees’ digital personnel files.
Electronic personnel file: Digitalization of personnel documents
Using the rexx form letter module, you can create personnel documents directly in digital format and store them in the digital personnel file, e.g. B. Employment references.
Since paper can never be completely avoided, the rexx scan manager supports you in efficient processing. Documents are digitized in a series process and conveniently assigned to the digital files of the respective employees.
The scans are indexed when the files are recorded and provided with intelligent search features. You can find any document in a matter of seconds using the rexx search & list engine.
Furthermore, relevant documents, such as: employment references conveniently from the rexx software and store them in the electronic personnel file.
Switch to digital personnel files
Retire your analog personnel file and increase the efficiency, speed and transparency of your daily HR work. The digital personnel file is the future of personnel management. It offers numerous advantages over the analogue personnel file, such as:
- Time saving: With a digital personnel file, you can quickly and easily access all important information about your employees. You dont have to search for paper files or transport them from one place to another anymore.
- Efficiency: A digital personnel file makes your personnel administration more efficient. You can automate processes and simplify manual processes. This means you have more time for other tasks.
- Security: A digital personnel file is secure. Your employee data is protected from unauthorized access. You can archive your data in an audit-proof manner and restore it at any time.
- Improved compliance: With a digital personnel file, you can ensure that you comply with all legal requirements for personnel management. This includes, among other things: also compliance with deadlines.
- Improved decision-making: With a digital personnel file you can make faster and better decisions about your employees. You have all the important information available and can analyze it quickly and easily.
If you would like to find out more about the advantages of a digital personnel file, please contact us. We will be happy to advise you and help you introduce a digital personnel file in your company.
What is a digital personnel file?
A digital personnel file, often referred to as an electronic personnel file or e-personnel file, is a digital or electronic repository that contains all relevant documents and information related to an employee within an organization. It’s a modern replacement for traditional paper-based employee records.
What are the advantages of a digital personnel file?
A digital personnel file offers numerous advantages: It increases efficiency, saves space and costs, enables quick access from anywhere, increases data security, ensures better data integrity and automates routine tasks.
It makes it easy to manage, find and update employee data while minimizing paper-based processes. A digital personnel file is a modern instrument that meets the requirements of a digital working world.
What data does the digital personnel file contain?
A digital personnel file contains various types of data that are relevant to managing employee information. These can include:
- Personnel master data: This includes name, date of birth, contact information, social security number and other identifying information.
- Employment information: This includes data such as date of hire, position, department, employment contract, salary information, working time models and other relevant employment information.
- Performance reviews: Information about performance assessments, target agreements, feedback and development discussions can be recorded in the digital personnel file.
- Qualifications and further training: Information on training, degrees, certifications, training courses and other job-relevant qualifications can be recorded in the digital personnel file.
- Vacation and absence management: The digital personnel file can contain information about vacation days, sick leave, special leave and other types of absences.
- Transfers and promotions: Data on transfers within the company, promotions and changes in responsibilities can be documented in the digital personnel file.
Which data does not belong in the digital personnel file?
As a rule, sensitive or legally protected data should not be stored in the digital personnel file. These include, among others:
- Health data: Information about medical diagnoses, medical history, genetic information or other sensitive health data should usually be stored separately and in compliance with specific data protection regulations (e.g. the EU General Data Protection Regulation).
- Religious or political beliefs: Data regarding religious or political beliefs is personal information that should not normally be recorded in the digital personnel file to avoid discrimination or violations of privacy.
- Criminal record data: Data about criminal convictions or ongoing criminal proceedings should not normally be stored in the digital personnel file unless required by law or required for certain professions or activities.
It is important to note that the exact policies and regulations governing the storage and processing of personal data may vary by country and jurisdiction. Companies should therefore familiarize themselves with applicable data protection regulations and ensure that they comply with them.
