Digital Personnel File
THE DIGITAL PERSONNEL FILE AT A GLANCE
With a Digital Personnel File you can easily manage HR documents electronically. Get an overview of all important employee data with just a few clicks. Reduce administrative tasks, and save time, space and costs.
HOW TO MANAGE YOUR EMPLOYEE FILES DIGITALLY
Companies considering the transition to electronic personnel files have a lot of questions: What are the advantages for my HR department? Which capabilities should we be looking for? What about data privacy? How can we integrate a Digital Personnel File into our existing systems? And above all: How exactly do we digitize our paper files? We have summarized the most important points for you below.
FOUR CORE ADVANTAGES
HR departments cover a wide range of tasks and handle an enormous number of duties every day: Recruiting, HR management, HR planning and development, controlling and administration. These activities require the creation and management of employee documents. HR teams also need to store and organize job applications, payslips, sick notes etc. so that they are easy to find. Unfortunately, many companies today still rely on paper-based records.
However, when personnel files are managed manually, it takes time to find a specific employee file, for instance, or to maintain the document management system. Things can get really difficult if you cannot access employee files due to your location, e.g. when HR functions have been decentralized. So the use of paper files generally requires a lot of time and patience. A Digital Personnel File on the other hand quickly delivers all the employee information you need.
Today, smart HR software and advanced document management tools are used to streamline time-consuming administrative tasks. A Digital Personnel File can be opened with just one click. You can access all information and related documents within seconds – wherever you are.
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EASY, STRUCTURED DOCUMENT MANAGEMENT
A Digital Personnel File supports structured document management, from creation to process management. An individual tab structure, bookmarks and notes simplify organization.
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KEEP EVERYONE ON THE SAME PAGE
Working with a Digital Personnel File is faster, safer and more effective. Because it is tailored to the requirements of an HR department. Documents are stored at a central location that can be accessed by every employee regardless of his or her own location. The direct integration of the Digital Personnel File with your HCM system (Human Capital Management) makes it easy to automatically retrieve and synchronize data. Thus HR departments across all company locations work with the same information and are always up to date.
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ROLE-SPECIFIC MANAGEMENT
The seamless transfer of user privileges from your HCM system allows you to specify which documents and employee information can be viewed by HR staff, employees and/or managers. You can thus adapt document collections to the needs of the respective audience. Automated processes, full-text search functionality and automated filing simplify your workflow. Support for follow-ups and existing workflows helps you avoid duplicated work and leverage synergy effects. Managers have access to the Digital Personnel File of each member of their team, and employees have direct access to their personnel files in an electronic format. Unlike paper files, Digital Personnel Files are scalable, i.e. they can be adapted to a growing number of employees without incurring high storage costs. So you remain agile at all times and have predictable operating costs.
WHITEPAPER: 8 TIPS FOR COMPANIES TRANSITIONING TO THE DIGITAL PERSONNEL FILE
Download our white paper for free, and learn how to implement a Digital Personnel File step by step, which key criteria your software must fulfil, and which decisions you need to make before you transition to Digital Personnel Files.
ENSURING DATA PRIVACY AS PER EU-GDPR
A Digital Personnel File helps you easily implement and comply with important data protection regulations, e.g. the obligation to inform as well as the right to be informed. Employees can access their documents themselves at any time. And a Digital Personnel File has one other strength when it comes to data privacy: You can define deletion deadlines as per the “right to be forgotten”.
THE ACONSO DIGITAL PERSONNEL FILE
aconso has been a leading provider of digital personnel file solutions for more than 18 years. Our custom solutions enable cost and time savings of up to 50% and help you digitize your workflows in a fast and sustainable manner:
- One-stop shop for 100% HR digitization, including scan services
- Seamless integration with SAP SuccessFactors, optionally SAP Fiori-style
- Modern, intuitive user interfaces with gamification elements
- Hybrid applicable and available in the SAP App Center
INTEGRATION WITH SAP
OUR DIGITAL PERSONNEL FILE SEAMLESSLY INTEGRATES INTO SAP HCM AND SAP SUCCESSFACTORS
Manage all of your HR processes, data and documents with one solution: aconso nubea in SAP. Employee data and user privileges are retrieved from your central SAP system, making it easy to create documents automatically. Finalized documents such as contracts or reference letters are automatically stored in the respective integrated Digital Personnel File. HR documents can also be easily uploaded to SAP SuccessFactors or dragged and dropped onto the Digital Personnel File. Available in the SAP App Center.
DOCUMENT MANAGEMENT AS PER SAP FIORI DESIGN GUIDELINES
INTEGRATED WORKFLOWS FOR ALL HR DOCUMENTS
SINGLE SIGN-ON WITH ROLE AND PRIVILEGE TRANSFER
ROLES: MANAGEMENT, EMPLOYEE AND HR
HOW TO DIGITIZE PERSONNEL FILES
SCAN SERVICE
The first step in setting up a Digital Personnel File system is to scan the paper files. You can scan your records yourself and automatically store them in the Digital Personnel File. Or you can have aconso digitize all of your paper documents for you, either at project launch or on demand.
If you choose the ”on demand“ option, aconso will securely archive your paper files and scan them upon request. I.e. you always have digital access to a document when you need it. And you only pay for services rendered. Within the context of quality assurance, the aconso Scan Service also includes content checks. The content of a document is scanned and immediately classified to ensure that your data and documents are always stored at the right location. You need your documents in a specific file format? No problem– we are happy to convert them for you.
Save costs for hardware and software for in-house scanning. Because from digitization to software implementation, aconso is your one-stop service provider.
CUSTOMER REFERENCES
A project can only be deemed successful if the customer is satisfied. In over 500 projects we have proven that we are a reliable partner and have the required experience and expertise. In the end, we have always completed projects to our customers’ satisfaction. In our success stories customers and project managers talk about challenges, project phases and results. For who would be better qualified to judge us than them? The best approach to learning more about the strengths of our HR solutions is to get in touch with our customers directly. We are happy to arrange a meeting for you.
DIGITAL PERSONNEL FILE IN THE CLOUD OPTIMIZES HR PROCESSES
Lufthansa Industry Solutions, a leading IT service provider in the aviation sector, offers the aconso Digital Personnel File as a modern, controlled cloud solution.
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DIGITAL HR SERVICES FROM A SINGLE SOURCE ARE IN-DEMAND
The largest municipal hospital group in Germany deploys a hybrid solution: the SAP system in-house and the aconso Digital Personnel File in a controlled cloud environment.
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DIGITAL HR SERVICES FROM A SINGLE SOURCE ARE IN-DEMAND
More and more HR departments working towards a digital workplace prefer software vendors that are able to supply several HR services from a single source.
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DIGITAL TRANSFORMATION IN THE WORKING WORLD
Dentsu Aegis Network in Germany is digitizing its entire HR correspondence procedures. One important step in this process is the introduction of the Digital Personnel File in the aconso Cloud.
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CHECKLIST
A Digital Personnel File solution enables cost and time savings of up to 50%, as administrative processes can be easily automated. To ensure that you are 100% satisfied after implementation, we have compiled a checklist below. Check the provider carefully, consider whether you want to make the move into the cloud, and find out about EU-GDPR requirements. We have also compiled a much more comprehensive guide for you in our free white paper ”Implementing a Digital Personnel File in 8 Steps”.
PROVIDER CHECK
BASED ON THE FOLLOWING QUALITY CRITERIA:
- Experience in digitizing personnel files
- Number of reference customers
- Seamless integration with your SAP system
- Intuitive and user-friendly user interface
- Proven and sound security concept
- Relationship between cost and range of services provided by the supplier
- Early involvement of data privacy officer & works council
SOFTWARE COMPARISON
- Cloud solution
- In-house solution
COMMUNICATION STRATEGY
- Definition of the main benefits for the company
- Transparent communication of the benefits to all stakeholders (thus avoiding conflicts).
DATA PRIVACY & WORKS COUNCIL
- Access restriction and audit trail
- Security mechanisms as well as legally compliant and audit-proof archiving
- Separation of database, archive area and process documentation
SCAN SERVICE PROVIDER
- Review of the certifications and experience of the scan service provider
- Inspection of the scanning company
THE "CLEANED-UP FILE"
- Definition of the documents of a paper file to be digitized
- Scanning costs should range between 5 and 10 euros per personnel file
ARCHIVING OF THE PAPER FILES
- Option to temporarily store paper files at the scan service provider’s premises
- Storage for 6 months is recommended
- Possibility to scan documents on demand
KICK-OFF & INTEGRATION
- Agreement on the next steps between the company and the provider’s project team
- Definition of phases for specification, implementation and testing
- Integration of the software in the corporate structure and SAP connection
USER TRAINING
- Intensive user training for safe and easy handling of the Digital Personnel File solution
SUCCESSFUL INTRODUCTION
- Increase in efficiency, reduced costs and environmental impact
DO YOU HAVE QUESTIONS ABOUT OUR DIGITAL PERSONNEL FILE?
Fill out our contact form. We are happy to answer your questions and arrange a software demo.
