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Digital employee file

The digital personnel file, also known as the electronic personnel file, replaced the traditional personnel file. With the digital version, an HR Manager can pull-up all relevant information with a push of the button at any time. The goal of the digital personnel file is to streamline administrative procedures and thereby make work in Human Resources easier.

Advantages of the digital employee file

Employee self-service

Employees can access and update pre-defined sections of their file.

Quicker access

Employee information is accessible from any location at any time.

Easy archiving

Documents and contracts can be archived digitally and easily looked through.

Less costs

Avoiding the use of paper personnel files saves time, storage room, and money.

Precise rights management

Precise control over who may see or change certain information.

Exchange data easily

Information can be quickly, consistently, and securely passed-on to tax advisors.

Manage your personnel data with Personio

Compile and manage master data

Compile all of the data in one program and avoid redundancies.

Set-up authorization

Control on an individual basis who can access which section and who can make edits/entries.

Schedule modifications

Enter upcoming modifications before-hand and define a modification date.

Import function

Import current personnel data from Excel.


Create easy-to-use templates for frequently used documents.


Get reminders on birthdays or other important dates by Email.

Employee management in Personio

  • Public profile and internal HR information

    Manage the internal HR and in-house information in the employee profile and control what access rights will apply to teams, divisions, and employees.

  • Any desired employee attributes

    Decide which information you want saved in the personnel file and create new sections or attributes you want depicted in the employee profile.

  • Offices, divisions, and accounts

    Personio can model even the most complex business structures. You can define the divisions, offices, and accounts as well as which information will be recorded in the employee profile.

  • Viewing tables and org-charts

    The employee overview can be depicted and exported in tabular or organigram format.

  • Role-based viewing and editing rights for employee data

    You decide which employee roles will be created in Personio and what access, proposal, and editing rights will apply to each role.

  • Sub-companies

    Include all of your subcontractors in Personio and manage these independently from each other. This allows for a centralized HR management over multiple businesses.

  • Employee mass operations

    You can select multiple employees at one time in order to quickly create Logins or make changes to attributes or rules in Personio.

Data privacy - our highest priority

All data is stored and processed on our iso-certified severs in Frankfurt. Additionally, back-ups are filed in different fire protection zones to ensure that no data can get lost
Sophisticated safety measures in our code base as well as SSL encryption further protects your data against attacks of all kinds
Two-factor authentication and our role-based multi-level access rights concept grant you full external as well as internal control and security for your data

How much leeway do you have to improve your HR Management?

Personio supports you in all of your HR processes, from managing applicants or vacations to payroll accounting. Receive a free Test-Account or find out in our 20 minute Webdemo which processes you can optimize through the use of more efficient software.

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.

Any questions?

We answered the most frequently asked questions in a clear and precise manner for you.