Employee file paperless

The Ordio digital personnel file bundles employee master data , contract and verification documents as well as onboarding content in one place in the HR software. Instead of file folders and individual solutions, you work with clear roles, search access and traceable data for your company. This keeps HR administration clear and less error-prone than distributed file storage systems.

The digital personnel file replaces the physical folder with a structured, searchable filing system with access control. Changes and document versions can be tracked; authorized roles only see the areas you approve. Paper files remain legally possible, digitally you save search and travel time and reduce duplicates between locations

You create employees and roles, store or submit documents and control approvals via defined rights. You can adapt personnel questionnaires and typical HR workflows to your processes. Employees and managers use the web or app - depending on their authorization - so that data is maintained centrally without you having to merge lists manually.

Master data, contract and attachments, qualifications and certificates as well as documented HR processes that are relevant to the employment relationship are common. What you actually store should be adapted to your company agreements and data protection. Not every piece of information belongs in the file - adhere to the principle of data economy and clarify open cases with specialist advice.

The personnel file focuses on the employee file as a whole; document management supports you with filing, templates and approvals across documents. In practice, the two interlock: documents end up structured in the file, while workflows and file access remain clearly regulated. This means HR remains effective without folder structures becoming disjointed.

Ordio works with role- and rights-based access: HR, managers and employees only see the areas that you approve. This reduces the risk of confidential data being inadvertently exposed. Set up roles that mirror your internal responsibilities and check the assignments regularly, especially when there are team changes or location boundaries

Ordio processes personnel files under UK GDPR / GDPR ; hosting is in Germany (EU) . Access controls and encryption support your obligations. Retention, erasure and purpose limitation should be agreed with your DPO or legal adviser for your sector.

A fully digital employee file is not a blanket legal requirement for every company; many continue with paper or mixed forms when proof and retention rules are met. From 1 January 2027, many pay documents must be kept electronically under § 8 (2) BVV — that does not automatically require a fully digital personnel file for all employers. Clarify your situation with specialist advice. Ordio helps you keep documents structured and retrievable.

With automatic deadline management and reminders, you can keep an eye on expiring documents and deadlines more easily. Documents and history remain linked to the person, which makes audits and queries easier. This does not replace the legal assessment of individual cases, but reduces operational forgetting and follow-up in spreadsheet lists.

Yes. You use customizable personnel questionnaires and onboarding workflows so that new employees submit data and documents digitally and you can see their status and completeness. This shortens queries and ensures consistent data collection compared to paper forms. If necessary, you can involve external partners such as tax consultants, if this is provided for in your process

Ordio charges based on location; current packages and services can be found on the price page . The digital personnel file is part of the integrated HR platform together with functions such as documents and workflows - you don't book an isolated individual file. This keeps costing transparent, without hidden per-user scales for each document.

Use Book a demo to see the digital personnel file in the context of planning, documents and the app. During the test phase, you can check whether roles, filing and onboarding are suitable for your company. For product-related questions, you can reach the Ordio team via the usual support channels on the website - without the need for separate "support software".