The HRM department is a department that often starts as a pilot with the digitisation of personnel files. They are therefore often a department that is the first in the organisation to switch to a digital working environment and are therefore at the forefront. Mainly because they have a well-defined file. But what does this department have to think about during this important transition?

What does an HRM file look like?

An average HRM file quickly consists of a considerable number of tabs and documents. Some of them are required by law, such as the copy of the identity document, the salary details and data on the leave and absence of the employee. There are also parts that are not prescribed, but in practice are useful for keeping in the files.

Digital systems for your HRM file

Archive-IT considers it important that users can work more efficiently and in a structured way with a digital system and therefore has a partnership with Afas and Raet, among others. Just like Archive-IT, these parties are specialised in digital work environments focused on HRM. The systems you work with are essential when you switch to a digital working environment. A system must be designed in such a way that it works for you and does not work against you. That is why Archive-IT has this partnership to support the procedures in the HRM department. Our software solutions combined with the high-quality scan facilities ensure that the ultimate HRM file is created, linked to the online personnel file. Signals and authorisations that can be set up, always access to your files and especially the search work is reduced.

How long have you kept such an HRM file for?

Each document has a different retention period in an HRM file. It is therefore very important that there is a retention policy for all files. Almost all documents, with the exception of training applications and medical expenses, must be kept for a number of years after the end of the employment. In any case, it is important that you, as an employee in an HRM department, are aware of what has been laid down by law.


Documents in a personnel file mainly have an evidentiary function. Think, for example, of an employment contract, of agreements that are recorded in an assessment report or of agreements that are recorded in a training agreement. Substitution is requested in order to have only a legally valid electronic document. This replaces the digital reproduction (the scan) of the original paper document. The electronic document is therefore given the status of ‘official record’ and is considered to be an original document. Digital documents provide compelling evidence from the moment substitution is obtained.

If substitution is requested and issued, certain (strict) conditions are imposed on the scanning process, the storage of the documents, the file format and the management process after digitisation. In other words, there is a lot of work involved in the scanning of personnel files.

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