By vitalising, we mean enriching the digital personnel file. With a vitalised personnel file, you work more efficiently, with a better overview and you make fewer unnecessary mistakes. What this entails exactly and how to go about it we will tell you in the following blog. Everything you need to know and keep in mind.

Determining the goal

Vitalising starts with an inventory of the current situation. How many personnel files are there? Where are they stored? In a cupboard at the office or (a part) already digital? Are they only the current files of employees who are still working, or are there also files of employees who have left the company? Do I know how long I have to keep these files and how do I keep track of that? Are the files GDPR compliant? Do employees have access to their own files?

Next, you will determine the ideal situation for managing your personnel files. You want to consult them, edit them and share them with the right employee. Do you work with an HR system or another system? Who gets what rights to manage/ consult the file? In what form do I want to consult the digital dossier? Per file, per document type, per tab? Is it necessary to digitise the out-of-service files, or would it be an option to store these safely externally at a lower rate?

Step-by-step plan to vitalise

Now that the current situation is clear and what you want to do with the personnel files, digitising and vitalising can begin.

  1. The personnel files are digitized according to your wishes and requirements. The digitized file is initially a flat image. Then the flat image is converted into a workable file with searchable text. This facilitates the search because you can now search for certain words within the file without having to go through the whole file.
  2. To structure the files, the document types and formats are determined. For example, you want to maintain the following structure within all files: contract, copy of ID, diplomas, other documents. The documents are then assigned to the correct category by the software. In this way, every file is structured in the same way.
  3. Finally, the information that you want to extract from the documents is determined. For example, the date when an employee left employment. You are then notified when the retention period (almost) expires, so that you can safely destroy the file.

Benefits vitalising

Vitalising has several advantages. Not only does it provide a structured archive that complies with legislation and regulations. Has a retention period changed from 5 to 10 years? Then this is easy to adjust in the retention policy. In addition, you can search more easily in the files, but also across all files without having to look at each file one by one. If you search on 'diploma' for example, you will see an overview of all the diplomas found. That will save a lot of searching time. With vitalising you always have an up-to-date archive.

Would you like to exchange thoughts or can we support you with digitising and vitalising? Contact us, we are ready for you.

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