What is the purpose of the digital employment record?

16 of April, 2025

Updating workers’ digital employment records is crucial for any type of business. This is essential if you want to bet on decreasing security, the use of paper, and data protection. In this sense, the documentation related to employees is usually recorded on paper; this becomes tedious when updating data and slows down work when consulting or managing such data. Therefore, if you wish to further the digital transformation of your company, you may implement the use of the digital employment record.

This kind of record can be digitized through specialized HR software, such as Sesame. Essentially, it is a digital human resources tool that contains an enormous employee database. This database allows you to save a lot of time and effort as well as create and store records digitally. Nowadays, it is regarded as an indispensable tool within every company’s HR department.

What is a digital employment record?

It is a format of an employee’s record that can be stored directly in software for human resources management. Through it, we can collect all the workers’ data in a centralized and organized way. The digital employment record securely stores data from each collaborator, based on current regulations.

In other words, the digital employment record is a data repository, which is identified with each employee’s work history. Any member or head of the human resources area can consult the stored information.

At the time of making payrolls, updating data, and keeping all information up to date, having specialized software optimizes corporate organization and management. In addition to this, it can define various types of permissions and roles when consulting the information and editing it. Such documents, when properly managed, involve any type of document that validates the relationship between the employee and the company. And much more that defines the legality of such relationship in case of a work inspection.

For this reason, the main.goal of the digital employment record is to make decisions in the company to prevent future administrative penalties. Once the employment relationship is over, the company must keep the record for several years. It is a way to get a general vision of the employees that facilitates the management of personnel in detail. This, without the need to invest much time and also provides easy and fast management.

What documents make up the digital employment record?

We all know that human resources members are responsible for creating all the information and documents of each employee’s employment record. The documents that are part of the digital employment record are usually organized chronologically. It should be noted that these can be categorized by work data, personal data such as the settlement or contract, and company documentation, such as the time control register.

• Social Security number.
• Employee’s personal information and photocopy of their ID.
• Letter of recommendation.
• Resume/Curriculum Vitae.
• Contact information in case of emergency.
• Job description and its duties or responsibilities.
• Certificate of enrollment in Social Security.
• Employment contract.
• Medical disability certificate, if necessary.
• Proof of training in occupational risk prevention.
• Payrolls.
• Record of daily work hours register.
• Requests for vacations and days off.
• Receipts for payment of allowances and other concepts related to business activity.
• Resignation letter.
• Dismissal letter.
• Office equipment.
• Settlement.

Digitization of the record

Any problem coming from the paper documentation related to employees has a very practical solution. As time goes by, this solution is becoming more extensive; this solution is the digitization of the company. Digitization involves transforming a document in a physical format to another type of digital format. Apart from scanning, it is necessary to use tools that help us prove that digital documents have the same validity as physical ones. It is an excellent alternative when we need to save costs and physical storage space.

In conclusion, designing a high-quality digital employment record simplifies the document custody. It also eases the searches for information, reduces office material costs, and prevents the loss of any document. Without a doubt, all these advantages are thanks to the digital transformation.

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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