The digital personnel file (also known as an electronic personnel file) replaces the traditional paper file. It enables the centralised, secure and structured management of all employee-related documents. Companies benefit from faster processes, greater transparency and significantly more efficient HR management.
Whether employment contracts, salary records, application documents or training certificates – all information is available digitally at all times and can be archived in an audit-proof manner. In conjunction with modern HR solutions such as SAP SuccessFactors HCM, the digital personnel file becomes a key component of HR digitalisation.
The digital personnel file is the electronic equivalent of the traditional personnel file.
It is designed to manage all of an employee’s documents and information in a centralised, structured and audit-proof manner. Companies can use it to digitise their personnel files whilst simultaneously increasing the transparency, traceability and efficiency of their HR processes.
As part of a modern digital document management system, the electronic personnel file forms the basis for future-proof personnel management.
Typical contents of a digital personnel file include:
Compared to paper files, the digital personnel file offers significantly faster access to information, structured storage and the ability to automate many processes.
The introduction of a digital employee file brings numerous benefits for companies and HR departments.
Time savings and efficiency
Documents can be found in a matter of seconds. There is no longer any need for time-consuming searches through folders and archives. At the same time, approval and authorisation processes can be automated.
Greater transparency
All relevant documents are available centrally. Authorised individuals have access to up-to-date information at any time, regardless of their location.
Greater legal certainty
Digital personnel files help companies comply with documentation requirements and manage personal data in accordance with the GDPR. Access can be logged in a traceable manner.
Lower costs
Paper archives, printing costs and manual administrative work are reduced. At the same time, the space required for document storage is reduced.
Support for HR digitalisation
The digital personnel file can be integrated with recruitment, payroll and HR systems, laying the foundation for modern, data-driven HR processes.
At present, there is no general legal requirement in Germany to introduce digital personnel files. Companies may continue to keep their personnel files in paper form, digitally, or in a hybrid format.
Nevertheless, the demands placed on electronic documentation in human resources are increasing.
From 1 January 2027, certain payroll records relevant to audits by the German Pension Insurance Fund must be kept in electronic form. The exemption from keeping these records electronically, which was previously available, will no longer apply.
It is important to note:
The content may vary depending on the company. Typically, the following documents are stored:
Not every document may be stored permanently. Companies must observe the applicable data protection, retention and deletion periods.
Yes, provided that the legal requirements are met.
These include, in particular:
Modern HR software helps companies to implement these requirements from a technical perspective.
Access to a digital personnel file should be strictly regulated. As a rule, only authorised personnel from the HR department and managers with the appropriate authorisation are granted access to specific documents.
Role-based authorisation models allow you to specify exactly who is permitted to view or edit which information.
For many companies, SAP is the central platform for human resources management. The digital personnel file can be seamlessly integrated into existing SAP environments.
Advantages of an SAP-based personnel file:
Documents can be linked directly to employee master data. This creates a unified database for personnel administration, reporting and analysis.
With Employee Central, SAP SuccessFactors offers the ability to manage HR data and documents centrally in the cloud.
Key features include:
SAP SuccessFactors is a powerful solution, particularly for companies looking to modernise their HR processes and move them to the cloud.
A successful implementation typically involves six steps:
1. Define objectives
Which processes are to be digitised? Which documents are to be managed electronically in future?
2. Select software
Compare suitable solutions in terms of functionality, integration, user-friendliness and scalability.
3. Develop a filing structure
Define categories, document types and access control policies.
4. Migrate data
Digitise existing paper files and clean up outdated data sets.
5. Integrate systems
Connect the personnel file with existing HR, recruitment or ERP systems.
6. Train staff
Practical training ensures acceptance and rapid adoption in day-to-day work.
The digital personnel file is far more than just an electronic version of a paper file. It forms the basis for efficient HR processes, greater transparency, improved compliance and future-proof personnel management.
Particularly when integrated with SAP and SAP SuccessFactors, companies benefit from end-to-end processes, a centralised database and a modern HR platform. Those who digitise their personnel files at an early stage lay the groundwork for greater efficiency, better data quality and successful HR digitalisation.
