Implementing the digital personnel file: A practical guide to success

The digital personnel file brings structure, speed, and transparency to your HR processes. But how can you navigate the shift from long-established paper archives to a modern, centralized digital repository? This article outlines the key steps and proven methods to help you get off to a strong start.

Contents:

1. Roles and permissions for a secure HR file cabinet
2. Intelligent filing criteria for fast retrieval
3. Clean master data as the foundation
4. Clear document types instead of uncontrolled growth
5. The challenge of “legacy files”
6. Direct filing from all sources
7. Due dates and retention periods: automated reminders
8. Your path to more efficient HR processes

1. Roles and permissions for a secure HR file cabinet

A digital personnel file is far more than a scanned folder. It forms a centralized, clearly regulated HR archive in which documents are protected through defined roles and permissions while remaining easily accessible.

Possible access models for personnel files:

• HR management and HR team: Full access to all documents
• Management: Access only to files within their area of responsibility
• Employees: Access only to their own documents

DocuWare always enables complete traceability – showing who filed, opened, or modified a document and which workflow steps were taken. This comprehensive document and workflow history strengthens compliance, simplifies audits and ensures a secure, transparent system that optimally combines data protection and efficient collaboration.

2. Intelligent filing criteria for fast retrieval

Fast retrieval is one of the greatest advantages of the digital personnel file. To ensure this works reliably, DocuWare uses clearly defined index fields for filing, functioning as filters and forming the basis of a clear archive structure. This ensures documents are always immediately accessible – without rigid folder logic.

Proven basic criteria for filing and searching in the HR file cabinet:

• Personnel number
• Document type
• Subject
• Last name, first name
• Department or cost center
• Status
• Date fields (e.g., due dates, hire date, termination date)

This list can be flexibly expanded – for example, to include additional master data such as date of birth and address or industry-specific information. Additionally, all documents are automatically full-text indexed when filed. A single keyword is enough to display relevant results instantly, similar to a search engine. If desired, personnel files in DocuWare can also be displayed for filing and search using familiar folder views.

3. Clean master data as the foundation

In many organizations, personnel data already exists in payroll systems, time-tracking solutions, or HR software. DocuWare can automatically adopt this information as a master data record and use it as index values when filing documents – with the personnel number serving as a unique identifier for reliable assignment.

If no central data source exists, you can quickly and conveniently capture new employees using a DocuWare form. The information entered automatically generates a complete master data record and a master data sheet in the HR file cabinet – optionally in your corporate design or based on your existing paper forms.

4. Clear document types instead of uncontrolled growth

Which documents actually belong in a personnel file? In many HR departments, document names have become unstructured and inconsistent over the years. Introducing a digital personnel file is therefore the perfect opportunity to bring order to this diversity.

Create a consistent list (e.g., employment contract, application, payroll statement, certificate, reference, etc.) and store it as a fixed selection list in DocuWare. This structure simplifies searching and prevents filing errors.

5. The challenge of “legacy files”

When switching to digital personnel files, one question always arises: What happens to existing paper files?

There are two proven approaches:

• Complete digitization: Many companies choose to fully digitize all legacy files – often using a scanning service provider. Documents are sorted, scanned, indexed, and stored in the HR file cabinet. For especially efficient processing of paper files, DocuWare supports Intelligent Document Processing: AI classifies documents, automatically separates stacks ("splitting"), extracts relevant data and assigns it to the correct personnel file. This quickly creates a clean, consistent fully digital archive.
  
• One consolidated PDF per employee: A pragmatic alternative is to combine an employee’s entire paper file into a single PDF and archive it – fully text-indexed – under a document type such as “legacy data.” Individual pages can then be separated and indexed as needed later.

6. Direct filing from all sources

Once the HR file cabinet structure is defined, documents from virtually any source can be seamlessly filed in the correct personnel file.

Typical scenarios:

• Scanner integration: Paper documents are digitized and automatically assigned to the correct employee during scanning.
• Email archiving: Incoming messages and attachments from the HR mailbox can be filed directly from the e-mail client into the personnel file.
• Payroll and HR systems: Payroll documents or certificates are transferred automatically and securely to the respective personnel file, for example via the DocuWare Printer.
• Digital forms: Master data, changes or absences are recorded in a structured manner and can trigger and accelerate suitable HR workflows as required.

7. Due dates and retention periods: automated reminders

A favorite feature for many HR teams: DocuWare automatically reminds you when documents are expiring or need renewing. Due dates are either set at the time of filing or easily added or changed later using a digital stamp function. Whether driver’s license checks, occupational health certificates, or safety-related qualifications: once a due date is defined, everything else runs automatically, without manual lists or additional calendars.

At the same time, rule-based retention periods ensure that documents are automatically deleted once the legally required retention period has expired.

8. Your path to more efficient HR processes

Introducing a digital personnel file creates structured workflows and noticeably reduces the day-to-day workload for HR departments. With intelligent filing, clear access rights, and automated workflows, HR teams can work more securely and flexibly.

If you’re planning to switch to a digital personnel file or want to optimize your existing structure, your DocuWare contact will be happy to support you from initial concept and archive structure through to practical implementation. The result is a solution that fits your HR processes perfectly – efficient, legally compliant and future-proof.