Our Digital Personnel File can do all this
The Digital Personnel File is designed to support HR professionals by providing an efficient and clearly structured system for managing and organising staff and documents, whilst also permanently reducing data clutter.
With the personnel file from SaaS.de, you also have an intelligent Employee Self-Service system, which distinguishes between read and creation permissions. This ensures that confidential information and data are protected, unlike easily accessible Excel files.
What needs to be included in the Digital Personnel File?
Everything that gathers dust and wastes paper in the traditional paper-based system can now be digitised. This saves money in the long term, ensures a more efficient workflow and takes the strain off the HR department.
- Employeemaster data: name, date of birth, contact details and National Insurance number
- Information on employment: employment contract, salary details, start date, role, department,
- Performance appraisal information: feedback, target agreements or staff appraisals
- Information on qualifications and further training: all job-related qualifications such as certifications, degrees or training courses
- Information on leave and absence management: annual leave, sick leave or special leave
- Information on changes: transfers and promotions
What should not be included in the digital personnel file?
- Information regarding an employee’s state of health: Health data must be stored separately and securely in accordance with specific data protection regulations.
- Personal information relating to religious or political beliefs must not be included in the digital personnel file in order to safeguard privacy.
- Data relating to criminal records may only be included in the digital personnel file if this is required either by law or by the nature of the role.
Ready for 2027?
Did you know that, under the Contribution Procedure Regulation (BVV), certain documents subject to social security contributions must be stored digitally, in an audit-proof and verifiable manner, from 1 January 2027?
This means that health insurance certificates, social security records, payslips and proof of nationality must be kept digitally.
We have prepared a free checklist for you so that you can immediately identify where action is needed and get off to an efficient and secure start in 2027.