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Digital personnel management

Digital personnel files do away with the clutter created by paper files and establish coherent processes. Their main advantage is their ability to bundle information from different systems and display it on the cover of the file. Tasks that previously had to be performed laboriously by hand are now done with the click of a mouse. The benefits include:

  • Central digital management of all personnel files with individual register structure and integrated full text search
  • Mandatory file structure that can be adapted as needed
  • Automatic filing of documents with barcode integration based on document types and metadata in the file structure *
  • Access or read permission via authorisation key
  • Record of the different versions of individual personnel files
  • Comprehensive rights concept
  • Straightforward, audit-compliant archiving
  • Template and deadline management
  • Monitoring of mandatory documents (such as employment contracts)
  • Automated follow-up if required

*For matching Ad-ons (e.g. ABBYY)

ECM: the path to digital personnel files

From personnel planning and management to payroll accounting and further training measures, the tasks performed by the HR department are heavy on documents. This makes it all the more gratifying when the digital personnel file “thinks for itself”, for example when it automatically sends an email before a fixed-term contract expires. Coordinating the annual staff performance reviews is also made easier, as appointments can be coordinated individually and automatically entered in the calendar.

Digital personnel management is a module of an ECM solution. ECM stands for Enterprise Content Management. These software solutions capture, structure, manage and archive documents. Digital workflows monitor the documents as they pass through all the stages of the process. ECM solutions allow the user to see how far the document has moved on its journey at any time, as well as the next step of the process. This saves time and costs and increases transparency – in human resources in particular.

You can choose whether to integrate our ECM solutions into your IT systems or use them in the cloud with yuuvis® RAD as a Service!

Since ECM systems are constructed as modules, companies do not have to convert their processes in one fell swoop, but can digitise step by step instead. Different workflows can also be defined for different processes, and it is this flexibility that makes ECM solutions stand out. Stefan Halupka, Business Unit Director ECM & ICT DACH at TA Triumph-Adler, recommends “identifying the area and process with the greatest added value for a pilot project and starting there”. More often than not, this is digital personnel files.

Your personnel management system – integrated or in the cloud?

Document management systems that are integrated into the company’s own IT systems provide the backbone for digital personnel files. The experts speak of what they call on-prem solutions: the ECM system is located on the actual premises. TA Triumph-Adler offers this ECM variant with the integrated ECM Personnel module developed by enaio: tailored workflows guide documents through the system with as much automation as desired.

Would you like to make use of these advantages without burdening your IT department with additional work? If so, yuuvis® RAD as a Service is the perfect solution for you. It is based on the ECM software yuuvis® RAD developed by Optimal Systems. You can use our yuuvis® RAD as a Service solution to move your document management to the cloud. It gives you all the advantages of an ECM solution without having to worry about the technology. In fact, the opposite is true: updates and patches are applied automatically without you having to bother with them.

Attention! Please note that our product demonstration is only available within Germany.

Data privacy? No problem!

There is no problem with data privacy in digital personnel files, incidentally, as all the documents – from employment contracts to holiday slips – are in one place, which means access to them can be controlled granularly by means of authorisations. This ensures that personal documents are stored in an unalterable, legally valid and versioned form.

This also applies to the cloud solution yuuvis® RAD as a Service: all of the data centres for this service are located in Europe!

Would you like to find out more about the ECM Digital Personnel File Module?
We would be happy to hold a consultation with you!

Would you like to find out more information beforehand? Then download our whitepaper “ECM – How to digitise your business processes”!

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Our ECM white paper

You want to learn more about digital document management and electronic workflows? Download our whitepaper "ECM - How to digitise your business processes"!


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