Digital personnel file: all employee data – central, secure & always accessible
Say goodbye to paper chaos and endless searching: manage contracts, training records and documents in one place – transparently, efficiently and in full GDPR compliance.
Central access instead of paperwork
Organise all employee information digitally: instantly accessible, no flipping through files or chasing down folders.
Full control with clear access rights
Define exactly who can view and edit which data – easy to manage, fully traceable and secure.
Legally compliant & data protection-ready
Meet all GDPR requirements with automatic documentation, secure storage and structured processes.
Stay on top of employee data with the digital solution: Papershift Pulse
Day-to-day HR work generates a wide range of documents – from contracts and training certificates to formal warnings. Without a central structure, it’s hard to keep an overview. A digital personnel file helps you manage all employee data securely, clearly and accessibly.
Companies benefit from clearly defined access rights, automated retention policies and much better data quality. HR document management becomes more efficient and transparent – with no manual filing or duplicate records.
All key employee data at a glance
Manage all essential employee master data in one central location – digitally, clearly and always up to date. Whether it’s personal details, employment terms, departments or roles: with a digital personnel file, you keep control of employee management – no more spreadsheets or double entries.
Manage documents with drag & drop
Upload job-related documents such as certificates, training records or references directly into the digital profile. With simple drag & drop, everything is securely stored, searchable and audit-proof – enabling structured and efficient HR document management.
Contracts – easier than ever
Create employment contracts or contract changes directly from templates, send them digitally for signing and save them automatically to the personnel file. This digitises your entire contract management, reduces manual effort and speeds up your workflows – no paperwork, no back-and-forth.
Digital personnel file vs. paper-based chaos
How HR becomes clear, paperless & efficient
| Accessible anytime, anywhere – in the office, home office or on the go. | |
| Access control, audit trail & secure cloud storage. | |
| Standardised, structured assignment of all documents per employee. | |
| Always up-to-date documents with full change history. | |
| No binders, no paper – fully digital and space-saving. |
What it’s like working with paper files – high manual effort
| Access only on site in the archive – time-consuming and inflexible. | |
| Unclear permissions, no audit-proof history. | |
| Mixed filing systems, no clear structure. | |
| Risk of confusion with different versions, no full documentation trail. | |
| Binders, filing cabinets, storage rooms – massive space consumption. |
FAQ
Relevant questions about the digital personnel file
Is the digital personnel file GDPR-compliant?
Yes. With Papershift, you meet all GDPR requirements. All access is logged, permissions can be customised, and sensitive data is securely stored in encrypted form at certified data centres in Germany.
Are our cloud-stored data safe?
Absolutely! Your data is encrypted during transfer and storage – with daily backups, access protection and hosting in ISO 27001-certified data centres. Only authorised users have access.
Who can access which documents?
You decide who sees what: HR, managers or employees – access rights are fully customisable and GDPR-compliant. You stay in control at all times.
We’re here to help!
Do you have any questions? Our team will be happy to advise you personally on digital personnel files and document management.
- Tim
Business Development Manager
- Lukas
Customer Success
You can reach us anytime at: +49 721 50 95 79 39.