Does your organisation still (partly) work with paper personnel files? This can increase the risk of security issues. Paper files can be lost more easily and viewed by unauthorised persons. In addition, it is important to comply with the correct legislation and regulations, such as the GDPR and specific applicable retention periods. Personnel files contain very sensitive information; you wouldn't want them to end up on the street, would you?

What are the risks?

Privacy is one of the most important criteria that personnel files must meet. According to the GDPR, employers may only create a personnel file with information that is relevant for the performance of an employment contract. In addition, the GDPR stipulates that personnel data must be secured, so that they do not fall into the wrong hands; to this end, governments and companies must take appropriate technical and organisational measures. Digitising personnel files can be a suitable solution for this. Furthermore, it is important to look not only at the technology, but also at the way personal data are handled. Who has access to which data, for example? Are physical personnel files also taken home when an employee works from home, and does this present any security risks? Does an employee have the possibility to inspect his/her own file? These are all questions that need to be answered in order to guarantee data security. When an organisation chooses to use an external party to process personnel files, they must take sufficient measures to secure the data and work in accordance with the correct standards. For example, ISO 27001.

Digitising increases security

When you choose to digitise personnel files, possible security risks are better covered. You no longer have to worry about possible theft, fire or water damage. You can also consult your personnel files anytime, anywhere; working in any place and at any time is a thing of the past. Furthermore, you can assign rights to (certain parts of) files in a more reliable and secure way and authorisations are easy to grant. All actions are digitally logged and can be used as evidence. Finally, with a digital file you offer transparency to your employees. By digitising, you can ensure that the employee becomes the owner of his or her own file and has insight into it at all times. When staff files are digitised, you comply fully with laws and regulations.

Curious about how the digitisation process of personnel files works? Read more about it here!

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