Digital personnel records are revolutionizing modern personnel management and are increasingly replacing traditional paper records. Through digitization, companies benefit from faster, location-independent access to important documents, which is particularly advantageous when working from home.
In this article, you will learn which documents belong in the digital personnel file, which originals should continue to be kept and how the smooth transition to digital archiving can be achieved. Get valuable insights into the most important regulations and the numerous benefits that a digital personnel file offers.
What is a digital personnel file?
A digital personnel file is the electronic version of the traditional personnel file in which all relevant documents and data of an employee are digitally stored. Companies that digitize their personnel files benefit from more efficient administration and faster access to documents. The electronic personnel file makes it possible to store information centrally and search it with just a few clicks, which significantly simplifies the process of digitizing a personnel file.
Is a digital personnel file mandatory?
Currently, many employers still keep paperwork but have up to 2026 time to switch to electronic storage. Until then, they can apply for an exemption from the digital obligation by submitting applications to the audit service of the German Pension Insurance. Further details are regulated by the new Section 8 paragraph 3 BVV, while Section 9a BVV sets out common principles of social security institutions. There is therefore currently no legal obligation to maintain a digital personnel file. However, since January 2022, employers have been required to keep certain payroll documents digitally, which makes it increasingly necessary to switch to a digital personnel file. These documents include in particular:
- Proof of parenthood
- Enrollment certificates for working students
- Health insurance certificate confirming mandatory insurance status
These requirements are set out in the Contribution Procedure Ordinance (BVV) And in Seventh Act amending the Fourth Book of the Social Code Defined. Employers should ensure that these and other relevant pay documents comply with current legal requirements and are managed digitally.
All benefits at a glance
The Switch to a Digital Personnel File offers numerous advantages that go far beyond the mere need for space and paper. It not only optimizes your work processes, but also strengthens data protection and efficiency in the HR department.
Here are the most important benefits of a digital personnel file at a glance:
- Less space and paper requirements
- Structured, standardized system with streamlined, standardized workflows
- Quick and easy access to required data
- Automated processes for quick changes and additions
- Secure handling of sensitive data
- Location- and time-independent access, ideal for home office and other locations
- Transparency about who has used which data
- Simultaneous data access for multiple authorized users
- Simplified and electronic processing of administrative tasks
- Reduced toner and paper consumption, as well as less storage congestion
- Improved data protection through controlled access
- Efficient and transparent application process
- Time savings for HR professionals to focus on core competencies
- Compliance with the requirements for tamper-proof archiving according to GoBD
With these benefits, you not only increase the efficiency of your company, but also promote a modern and future-oriented corporate culture.
Structure & Requirements: What all goes into a digital personnel file?
A well-organized digital personnel file requires a clear structure to efficiently manage all relevant information. Regardless of its form, the following content should be included in a structured electronic personnel file:
- Application documents and training certificates
- Employee questionnaire
- Employment contract and contract amendments
- Salary development
- Social security documents
- Income tax data
- Interim certificates and evaluations
- Mutual correspondence
- Documents related to parental leave
- Data on vacation and sick leave
- Warnings
It is important to note that sensitive personal information such as political views, social media activities, trade union membership, or medical records should not be included in the digital personnel file. The structure of the electronic personnel file should be designed to preserve the privacy of employees and to store only service-relevant documents.
Retention periods: This applies to companies!
Companies must also strictly comply with the legal retention periods for digital personnel files:
Payroll tax-relevant documents ❗
Social security contribution statements ❗
Supporting Documents of Minimum Wage Payments ❗
After an employee leaves, other content should be kept until possible claims arising from the employment relationship, their limitation period 3 years Amounts, are excluded.
This must be considered when digitizing personnel files and data protection!
When digitizing personnel files, strict data protection regulations must be met:
| Secure Electronic Encryption 🔒 | Employee data must be securely encrypted to prevent unauthorized access. |
| Access Only for Authorized Personnel 🔑 | Only individuals with a legitimate, work-related interest are allowed access to employee records. |
| Audit-proof Storage ✅ | Data must be stored in a way that it is immutable and traceable at all times. |
| Employee Consent ✍️ | Employees must explicitly consent to the digital collection and storage of their data. |
| Compliance with Retention Periods 📅 | Employee records must be retained for at least 3 years after the end of the employment relationship; longer periods may apply in some cases. |
| Employee Right of Access 👁️ | Employees have the right to view their personnel file and may consult a works council member. |
