The digital personnel file for public administration
Well-known customers rely on Fabasoft
Our digital personnel file meets the highest data protection and security standards
Manage access permissions: Fabasoft Talents controls access to HR documents based on roles and defined policies. Permissions can be automatically transferred from master data in HR systems such as SAP and applied consistently. This ensures that only authorized individuals can access sensitive employee data – for greater data protection, less administrative effort, and reliable compliance in your HR processes.
Consider retention periods: With Fabasoft Talents, you can manage different document types securely and in compliance with regulatory requirements throughout their entire lifecycle. Defined retention periods ensure that HR documents are stored according to applicable regulations and transferred to a structured disposal process once the retention period has expired. This reduces manual review efforts, minimizes compliance risks, and gives you full control over sensitive employee data.
Digitize personnel files securely and in compliance with regulations
Manage electronic personnel files securely, in compliance with legal requirements, and with full traceability – without adding complexity to your daily work. With Fabasoft Talents, you consistently protect sensitive employee data while strengthening your organization’s compliance.
A flexibly configurable access rights concept ensures that only authorized individuals can access confidential information. Fabasoft Talents automatically records every access and change, logs activities in an audit-proof manner, and stores them transparently. This gives you maximum transparency, reduces data protection risks, and provides security during audits, inspections, and internal approval processes.
From paper files to a digital working environment – implementing the digital personnel file
With Fabasoft Talents, you benefit from an electronic personnel file that Fabasoft has developed specifically for the daily work of the public sector. As the market leader in electronic records management, we transfer proven user concepts from public administration environments to Fabasoft Talents – intuitive, efficient, and consistently focused on user needs.
The transition from analogue to digital records management is seamless because familiar workflows from paper files remain available while digital functions simplify them in a targeted way. Employees can continue to browse through files – only more structured, faster, and more transparent.
The user-friendly interface supports efficient workflows, reduces onboarding efforts, and makes everyday HR processes noticeably easier. At the same time, Fabasoft Talents integrates accessibility from the beginning and supports employees with individual requirements in their daily work. This creates a digital personnel file that everyone can use securely, efficiently, and without barriers.
Seamless integration of the digital personnel file
Integrate Fabasoft’s digital personnel file seamlessly into your existing e-government environment. Thanks to comprehensive connections to established applications, standards, and interfaces – including SAP, XÖV standards, Governikus, and scanning software – public sector organizations benefit from continuous, media-independent workflows and significantly accelerated HR processes.
FAQ
A digital personnel file manages all employee data and documents in an electronically maintained file. Instead of searching for information in paper folders, email inboxes, or different systems, all relevant documents are structured, up to date, and available quickly.
With Fabasoft Talents, you can manage personnel files completely digitally and create a central information base for your HR work. This reduces search times, accelerates processes, and supports well-informed decisions – exactly when you need the right information.
A digital personnel file accelerates HR processes and creates clear structures. Employees can access authorized information regardless of location, process requests directly online, and avoid media disruptions. This reduces the workload for HR teams in their daily operations and creates more time for strategic HR tasks.
Fabasoft Talents brings together all relevant employee data in one central location (single source of truth), guides you through clearly defined workflows, and controls access using a detailed permissions concept. Every change remains fully documented and traceable. Sensitive data stays protected, and you can meet compliance requirements more easily.
The key benefits of a digital personnel file at a glance:
- Increased efficiency through automation: Recurring tasks can be automated, reducing processing times and saving valuable time. This lowers manual effort and helps prevent errors.
- Security and data protection: Encryption and clearly defined security mechanisms protect sensitive employee data.
- Compliance: Documentation and retention requirements can be fulfilled easily and verified at any time.
- Access rights and transparency: Role-based permissions control access to confidential information. Every change remains fully traceable.
- Cost savings: Streamlined processes and reduced administrative effort lower ongoing HR costs.
- Sustainability through resource efficiency: Less paper, printing, and archive space help conserve resources. Digital processes reduce paper consumption and eliminate duplicate work steps.
- Space savings: Digital personnel files replace paper archives and create additional available space.
A digital personnel file typically contains the following documents and information:
- Personal data: Name, address, date of birth, social security number
- Employment information: Employment contracts, supplementary agreements, salary statements
- Compensation information: Payroll statements, salary information, or bonus agreements
- Absences: Vacation requests, sick leave notifications, remote work applications
- Performance reviews: Documentation of employee discussions or target agreements
- Certificates and records: References, certificates, or training confirmations
Fabasoft Talents supports organizations in building a structured digital personnel file and helps you organize and provide relevant information efficiently. At the same time, the digital personnel file helps you clearly separate relevant HR documents from information that is not part of the official record or requires special protection. This allows you to maintain an overview, bring structure to your employee records, and ensure that only the right information is included in the file.
A fully digital personnel file is currently not mandatory for all types of employee records. Paper files generally remain permissible in Germany until the end of 2026. However, from January 1, 2027, stricter requirements will apply to certain payroll- and social-security-related documents: companies must maintain these records electronically and store them in a way that allows audits.
With Fabasoft Talents, you can prepare your organization for these requirements at an early stage. The software brings together relevant documents in a shared information environment, controls access securely, and documents processing steps transparently. This creates legal certainty for future audits and provides a sustainable structure for your entire HR organization.
The key advantage: you do not have to meet new requirements under time pressure. Instead, you can use the transition to make your HR processes more efficient, secure, and transparent in the long term.
Learn more about our digital personnel file
Read our white paper or contact us to learn more about Fabasoft Talents. Our experts will be happy to discuss your individual requirements with you or present the key functionalities of the solution in a live demo.
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