Advantages of the digital employee file
Manage your personnel data with Personio
Employee management in Personio
Data privacy - our highest priority
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Contents of the employee file
Information relevant to the employment relationship is recorded in the personnel file. What exactly this includes is not defined by law.
Usually it includes:
- The employment contract
- Proof of trainings/education
- For foreign employees, the work permit
- If necessary, warnings (usually for up to 3 years)
- CV from the application
However, documents with information on medical history, or anything to do with the private life of the employee, has no place in the personnel file.
Access by employees to their personnel files
Every employee has the right to see their personnel file. When the file is electronically saved and archived, the employee can do this easily from their desk or even smartphone.
When the personnel documents are stored in paper form, an authorized employee from the human resources department must make the required file accessible. Modern software solutions usually have an authorization concept that determines the rolls for employees and groups. This allows, for example, normal employees to see only their own file while supervisors will be able to view the files from their employees. Members of the Workers’ Council or the HR department can be given specific access rights as well.
Employees without their own computer can exercise their rights using a computer terminal or through the access in the HR department.
Data protection and digital personnel files
Every business is required to protect personnel files from access by unauthorized third-parties. When the files are electronically managed, you must be careful to ensure the server, where the documents are saved, meets the legal requirements and that you have a contract regarding data processing with your provider.
All documents managed with the Personio HR Management Software are stored in ISO certified data centers in Germany. Thus, nothing stands in the way of successful digitalization.