Digital personnel file
18 Aug 2025
Mareike
Digital Personnel File – Efficient Personnel Management through Digitalisation
The digitalisation fundamentally changes the world of work, and personnel management is also affected. A digital personnel file replaces the traditional paper file and enables central and efficient management of all relevant personnel data. But what belongs in a digital personnel file? What advantages does it offer? And what filing systems are available? In this article, we answer these questions and show why the switch is worthwhile.
What belongs in a digital personnel file?
The digital personnel file contains all relevant documents of an employee that are necessary for human resource management. It is important that the employee can access their file at any time – a right enshrined in § 83 of the Betriebsverfassungsgesetz (BetrVG).
Typical contents of a digital personnel file:
Contract documents: Employment contract, supplementary agreements, contract changes
Master data: Name, date of birth, address, tax ID, bank details
Career and employment information: Application documents, work references, promotions
Compensation data: Payslips, bonuses, incentives
Absence management: Holiday requests, sick leaves, parental leave
Training certificates: Attendance certificates, certificates
Legal documents: Data protection agreements, health and safety briefings
Disciplinary actions: Warnings, minutes from employee discussions
Termination documents: Termination letters, exit documentation
Which documents should not be included in the personnel file?
According to the General Data Protection Regulation (GDPR), certain private or sensitive data must not be stored in the digital personnel file. This includes:
Political or religious beliefs
Detailed health data (e.g. diagnoses)
Genetic or biometric data
Data on sexual orientation
Court or criminal record extracts
Private emails or social media posts
A modern document management system like Sundae OS provides a clear and transparent presentation of all personnel files.
What advantages does the digital personnel file offer?
The switch from paper files to a digital solution brings numerous benefits:
1. Increased efficiency and time savings
HR department employees can find, update, and manage documents more quickly, without having to search through lengthy file folders.
2. Cost savings
Less paper, printing costs, and storage space mean long-term savings. Additionally, administrative costs decrease due to automated processes.
3. Audit safety and compliance
All changes are logged, creating legally secure and traceable documentation.
With Sundae OS, all changes can be automatically versioned. This keeps the entire editing history intact, which is particularly important for audits and legal evidence.
4. Improved data security
Through access rights, encryption, and backups, sensitive data is better protected than in a physical file.
Here, Sundae OS relies on zero-trust security with end-to-end encryption, ensuring that unauthorized access is excluded.
5. Remote access and flexibility
Thanks to cloud solutions, the personnel file can be accessed from anywhere, including in a home office.
Sundae OS offers seamless integration with single sign-on (SSO) and mobile apps, allowing HR teams and employees to access their data anytime.
6. Automation and integration
The digital personnel file can be integrated into existing HR software, for example for payroll, time tracking, and absence management.
7. Sustainability
Less paper consumption means a positive contribution to the environment.
With Sundae OS, companies can also automatically digitize and classify paper documents to facilitate the transition to a paperless office.
What filing systems are available for digital personnel files?
Companies can use various filing systems depending on their needs:
1. Local Storage
The files are stored on internal servers.
Advantage: High control over the data. Disadvantage: Maintenance and IT costs.
2. Cloud-Based Solutions
Access via the Internet – ideal for distributed teams.
Advantage: Flexibility and location-independent access. Disadvantage: Dependence on the cloud provider.
Sundae OS offers a hybrid cloud solution that provides companies with maximum flexibility and security. Sensitive data can be stored locally, while less critical documents can be accessed in the cloud.
3. Hybrid Solutions
Combination of local storage and cloud technology.
Advantage: High data security while maintaining flexibility.
Conclusion: Is the switch worth it?
Yes. The digital personnel file is an important step towards more efficient, secure, and sustainable HR processes. Companies benefit from savings in time and costs, greater data security, and improved workflows. Particularly in times of remote work and skilled labor shortages, digitization in human resources is essential.
With a powerful solution like Sundae OS, companies can not only digitize their personnel files but also automate and optimize their entire HR processes. Those planning the switch should clean up documents early, define access rights, and choose a secure IT system to ensure a smooth transition.