Digital Personnel FileDigitize personnel files securely and in compliance with GDPR
TROPPER handles the complete digitization of your personnel files—from secure collection and professional scanning to the final, GDPR-compliant digital file. You receive structured electronic personnel files that integrate seamlessly into your HR and ECM systems. Benefit from automated processes and our extensive expertise!
- GDPR-compliant digitization and ISO 9001 certification
- End-to-End Service
- Predictable costs, minimal internal resource requirements
GDPR-compliant and audit-proof
From transport and processing to encrypted data transfer, every process step meets the data protection requirements for personnel files. All workflows are fully documented.
Save time and money
The digital personnel file eliminates routine administrative tasks such as searching, filing, and sorting. Your HR team gains valuable time for strategic tasks like recruiting and employee development.
Access anytime, anywhere
Whether from headquarters, a branch office, or working from home: authorized employees can securely access digital personnel files from any location at any time.
Seamless integration into your HR and ECM system
We prepare your digital personnel files so they integrate seamlessly into your existing system landscape. The fully classified and indexed files are encrypted and transferred to your HR or ECM system along with all metadata. This allows you to use your electronic personnel files productively immediately after migration.
Why digitize personnel files?
Paper files slow down HR departments every single day. Documents have to be manually searched for, copied, and filed away again. This wastes valuable time that could otherwise be spent on recruiting, employee reviews, and strategic HR work. At the same time, unsecured paper files increase data protection risks. The solution is a centralized, digital personnel file that is built to be GDPR-compliant and gives your team instant, secure access to all HR documents.
GDPR-compliant and audit-proof
Encryption, access logs, and a granular permission concept reliably protect sensitive personnel data. All documents are archived in an audit-proof manner.
Less effort and lower costs
No printing, no mailing, no storage space: The digital personnel file reduces administrative effort and sustainably lowers your ongoing operating costs.
Search in seconds
Thanks to full-text search, authorized employees can find any document in seconds. Tediously flipping through paper files is finally a thing of the past.
Access from anywhere
Whether working from home, at a branch, or at headquarters: your electronic personnel files are available anytime, anywhere – securely and in real time, without physical file folders.
Digitizing personnel files in compliance with the GDPR – our process
Data protection is the top priority for personnel files. Our ISO 9001-certified process meets GDPR requirements at every single step.
Secure collection and transport
Systematic classification and indexing
Secure handover and destruction
Digitizing personnel files: Outsourcing or in-house?
The decision of whether to digitize your personnel files in-house or hire a specialized service provider impacts the effort, execution, quality of results, and legal compliance of your entire project.
Outsourcing to TROPPER
- GDPR and ISO-compliant implementation
- Guaranteed quality of results
- Transparent cost and schedule planning
- HR team stays focused on core business
- Internal logistics & security infrastructure
In-house digitization
- Integration and monitoring of data protection measures
- High risk of errors in classification and indexing
- High, unpredictable personnel costs
- Long-term commitment of valuable HR resources
- Investment in technical equipment
Processing and migration of existing digital personnel files
Not every existing electronic personnel file is well-organized. Poor scans, missing classification, or inconsistent registers hinder daily work and pose data protection risks. We bring order to your existing files.
Analysis and target design
We assess your existing data quality: What is the current register structure? Are the documents already classified and indexed, or are they simply stored as unstructured PDFs? Based on this, we define the target standard for your digital personnel files, tailored to your HR or ECM system.
Classification and indexing
Unstructured legacy files are broken down document by document and classified according to standardized document types. Each document is assigned unique index data, including employee number, name, and date. This creates a consistent and structured electronic personnel file that is ready for use.
Secure import into your target system
The processed files are encrypted and imported into your HR or ECM system via standardized interfaces. This allows the digital personnel file to reach its full potential, giving your HR team direct access to its contents.
Our guide shows you how to successfully transition to digital personnel files. It is also a recommended read for companies that have already digitized their personnel files but are not yet fully leveraging their potential.
Experience, quality, and security for your digital personnel files
When digitizing personnel files, reliable processes, high quality standards, and consistent data protection are essential. TROPPER combines decades of experience with certified procedures to ensure predictable projects and secure results.
Incoming mail, existing files, contract documents – our high-performance scanners reliably process over 55 million pages annually to the highest quality standards.
For over six decades, we have stood for industry-specific solutions in document and input management.
More than 300 specialists work for our clients across five locations in Germany. We stay close to our customers, ensuring short lines of communication and personalized support.
Frequently asked questions about digital personnel files
Here you will find answers to the most important questions regarding digital personnel files, data protection, and the digitization process.
What is a digital personnel file?
A digital personnel file is the electronic version of the classic paper file. All employee-related documents, such as employment contracts, references, insurance certificates, or official notices, are stored in a structured manner and are securely accessible via an HR or ECM system. This enables faster access, standardized processes, and increased data security.
Is the digitization of personnel files GDPR-compliant?
Yes, provided the process chain is set up correctly. Corresponding measures include transport in locked data protection cases with GPS monitoring, seamless documentation, access controls and video surveillance in production, and data-compliant destruction of the original documents. At TROPPER, the entire process is certified according to ISO 9001:2015 and meets all GDPR requirements.
We ensure maximum security during transport. Our measures include sealed, fireproof data protection cases, company-employed drivers, GPS-monitored vehicles, and seamless documentation. This ensures data protection at all times, from pickup at the client's site to arrival at one of our production facilities.
When does the digital personnel file become mandatory?
There is currently no general obligation to maintain digital personnel files. However, starting in 2027, payroll and social security documents must be kept electronically, as the current exemption regulations expire at the end of 2026.
What retention periods apply to personnel files?
There is no uniform retention period for personnel files. Requirements vary depending on the type of document: payroll records, for example, must currently be kept for eight years (shortened by the BEG IV, previously ten years). The relevant statutory retention periods, which arise from labor and social law requirements, among others, are decisive. With a structured digital personnel file, you can reliably comply with the deadlines associated with each document class and implement automated deletion routines.
How much does it cost to digitize personnel files?
What belongs in a personnel file?
A personnel file typically contains employment contracts, references, warnings, payroll statements, social security documents, training certificates, and performance reviews. We define exactly which documents are included in the digital version during a joint workshop with our clients.
Important: Not everything is permitted in a personnel file. For example, private health data or information regarding trade union membership is strictly off-limits.
Does the works council have a right of co-determination regarding the introduction of digital personnel files?
Implementation is generally subject to co-determination under Section 87 of the Works Constitution Act (BetrVG), as it involves an IT system for processing personal data. We therefore recommend involving the works council in the project at an early stage. This helps to avoid potential reservations from the outset and allows for important agreements regarding access rights and data protection to be established in a works agreement.
What happens to the original paper files after processing?
Once digitization is complete, you can decide what happens to the originals. TROPPER offers three options: secure temporary storage, certified destruction in accordance with DIN 66399, or return of the documents. Your paper documents will remain in our secure document center until you provide us with written authorization for their destruction.
Secure your free initial consultation now!
During this initial consultation, we will analyze your requirements, processes, and digitization goals and introduce you to our approach. You will then receive a non-binding, customized proposal with a transparent cost structure.
