Our digital personnel file can do all of this
The digital personnel file is designed to relieve HR managers of the burden of managing and organising employees and documents through efficient and clear structuring and also to permanently reduce data waste.
With the personnel file from SaaS.de, you also have an intelligent employee self-service, whereby the system differentiates between read and creation authorisation. This ensures the protection of confidential information and data compared to easy access Excel files.
What needs to be in the digital personnel file?
Everything that collects dust and wastes paper in the classic paper version can now be digitised. This is easy on the wallet in the long term and ensures a more efficient workflow and less work for the HR department.
- Personnel master data: Name, date of birth, contact details and national insurance number
- Job information: employment contract, salary information, hiring date, position, department,
- Performance appraisal information: feedback, target agreements or employee appraisals
- Information on qualifications and further training: all job-related qualifications such as certifications, degrees or training courses
- Information on holiday and absence management: holidays, sick leave or special leave.
- Information on changes: Transfers and promotions
What does not belong in the digital personnel file?
- Information about the employee's state of health: Health data must be stored separately and securely under special data protection regulations.
- Personal information on religious or political beliefs should not be recorded in the digital personnel file in order to protect privacy.
- Data on criminal record entries are only to be entered in the digital personnel file if this is required by law or due to activities.
Ready for 2027?
Did you know that the Contribution Procedure Ordinance (BVV) stipulates that certain documents subject to social security contributions must be stored digitally, audit-proof and auditable from 1 January 2027?
This means that health insurance certificates, proof of social insurance, remuneration documents or proof of citizenship must be stored digitally.
We have prepared a free checklist for you so that you can immediately recognise where there is a need for action and get off to a safe and efficient start in 2027.