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Solution: An Overview of Everything Related to Employees

Digital Personnel File withenaio®

How Electronic Human Resources Management Works withenaio®

The digital personnel file, with enaio®as one ofthe file management solutions, makes work easier for HR departments because personnel data and documents can be created more quickly and made available to authorized users company-wide at any time for viewing or further processing. The structure is not mandated by law and can be customized by each company. However, it is advisable to keep a few points in mind:

  • The file is where allwork-relateddocuments and records are stored.
  • Folders and subfolders within a file system make it easier to manage documents and records. The folders can be expanded and adapted as the company grows or changes. The structure should be logical and easy to understand for all team members. In addition, it should be designed to be transferable—that is, it should be possible to migrate it to other systems if necessary (for example, for migration to the cloud).
  • Possible folders in digital personnel files could include:
  • Application materials(cover letter, transcripts, resume, personal information form, and, if available, work samples, assessment results, or test scores)
  • Contracts(employment contracts and contract amendments, policies regarding company cars, etc.)
  • tax-related documents(social security card and reports filed with social security agencies)
  • Compensation(Payroll, Special Payments, and Capital-Forming Benefits)
  • Time Records(Work Hours and Overtime, Vacation Days, Sick Leave)
  • Continuing Education and Training(Applications, Certificates, Transcripts)
  • Evaluations (Warnings, Evaluations)
  • Miscellaneous(travel expense reports, certificates for government agencies, copies of a driver's license or disability card)
  • Correspondence (written communication such as emails or attachments in the form of Word or PDF documents)
Benefits of a Personnel File

A central location for all work-related documents and records

Indexes and subindexes within a file make management easier

Cost reductions

Space savings achieved through digitization (the digital archive grows along with the number of employees without requiring additional space) and reduced staffing costs for a physical archive

Ensuring Data Protection and Data Security

The digital personnel file processes data in accordance with the requirements of the GDPR and the BDSG. Access rights and role-based access control ensure that only authorized users have access to sensitive data.

4 people with computers connected to a box of documents (enaio)

Always in view

Self-initiated workflows ensure that upcoming HR tasks and deadlines are met across teams. Unit or line managers can use the template management system to generate new contracts or supplementary agreements themselves and populate them with employee master data from the digital personnel file.

Reduce the number of steps

By integrating your HR records into the document management system, you can streamline cross-departmental processes: onboarding, payroll processing, and tax audits, for example, can be handled from any location, at any time, and on any device.

Declining Numbers
1 person scanning a monitor connected to a box of documents

Making Decisions

eFiles are the foundation of digital transformation in HR departments and throughout the entire company. To make quick decisions, business owners need an immediate overview of documents, records, data, and facts. This includes not only existing documents such as employment contracts or bonus agreements, but also notes, supplementary agreements, and correspondence. You can make all documents available at the click of a button—whether by name (freely definable), date, metadata, or via a full-text search.

Do you have any questions?

Please feel free to contact us!