Scan, Sign & AI Chat
Mobile App
The mobile app pairs with your account via QR code and brings scanner, signature, chat and documents to your phone.
DownloadGuidesPDF · EN20 pages
Practical Guide Digital Personnel File
Personnel files scattered? From now on, one file. This guide shows how PaperOffice recognizes every document, bundles it into one file and shows it only to those who are allowed to see it.
This guide is available in 21 languages; on this page you download the English version. Free, no registration.
Trusted by leading companies worldwide
OEM PARTNERSHIP
Hardware giants choose PaperOffice exclusively.
Sole official DMS partner for QNAP: Classic app, AI BYOS.
MoreISO/IEC 27001
CERTIFIED
SOC 2 Type 2
IN PREPARATION
Sole official DMS partner for ASUSTOR: Classic app, AI BYOS.
MoreWhat's inside
- A request for information
- What a scattered file costs
- The process at a glance
- A Workspace for HR
- Who sees what
- In the app: upload documents
- Recognized by content
- One file per person
- Find and hand over
- Redact before sharing
- Retain and lock
- What teams ask at the start
- Handover to payroll and specialist systems
- Try it yourself in 30 minutes
- Videos on the topic
- Your digital personnel file in five days
- Checklist and start
Who it is for
HR Department: You manage the files, respond to access requests, and distribute documents to payroll and management. Data Protection Officer: You monitor who sees what and oversee data access and deletion requests. Management and IT: You assign permissions, define security levels, and determine storage locations.
Key facts
- 20 pages, with a test package to try it yourself in 30 minutes
- Personnel records belong in their own protected Workspace. User Groups decide who gets in.
- Every document is recognized by its content and uniformly named, whether it is a scan, PDF, or email attachment.
- A document folder bundles everything about one person. Search finds it across all Workspaces.
- Before anything is shared, the Redact Agent blacks out what the recipient does not need to see. The original stays unchanged.
- With the test package, you can see the whole process for yourself in 30 minutes, in your own account.
Questions and answers
Frequently asked questions about this download
One Workspace per person?
For most teams, one HR Workspace with one folder per person is enough. Separate Workspaces are worthwhile when different groups should see different files.
What happens upon deletion?
In Business and Compliance Workspaces, deleted items go to the trash first. Documents under WORM retention cannot be deleted at all until the end of the period.
How do payslips get in?
Most easily through the mailbox your payroll office sends to: a Connector collects the PDFs, and AI processing recognizes the employee and the month.
Need personalized advice?
Our experts are happy to help you choose the right solution.
Request consultation
