22 of April, 2025

The employee file is something that the Human Resources team must create and maintain for each person in the company. Because of this, you need to learn how to design an HR file to store all necessary documents.

Also, knowing how to create digital files allows you to have a more accessible database of employees and streamline certain processes.

To help you with this task, this article will inform you of how to create digital files and all the tools necessary for this. Keep reading!

What are digital files in a company

The first thing to know when designing an HR file is to understand what it is. The digital documentation of the employees is a series of electronic records, which contain the information and documents of each person on our staff.

This documentation should show the work history of each worker in our company. This allows us to have the information at hand and helps us to demonstrate that both the hiring and the working relationship are legal.

In other words, knowing how to design an HR file aids in decision-making, as well as avoiding possible administrative sanctions.

For this, they will be ordered chronologically, including both documents that are possessed before the person enters the company (CV, training, etc.) and when hiring them (registration for Social Security, contract, etc.). The information from these files can be divided into:

Worker’s personal data: name, date of birth, Social Security number, etc.
All the related work information: such as the employment contract or performance evaluations, absences or vacations.
Legal documentation that is required: work permits or Social Security forms.
Training files: courses, certifications, etc.

What documents should the file contain?

Previously, it was stored physically, but thanks to technology, such as Sesame HR software, the HR department can design a digital HR file.

These programs make access and storage more convenient, as well as a better management of the files.

The digital file of an employee should contain several types of essential documents to guarantee a complete and efficient management. Among the most important documents are:

Contact information in case of emergencies.
Identification documents (ID card, passport, or any official identification document).
Resume.
Interview notes and references.
Social Security number.
Social Security registration certificate.
Letters of recommendation.
Individual employment contract (all versions of the contract, including amendments).
Professional degrees or certifications.
Brief job description, including tasks and responsibilities.
Medical disability certificate, related to sick leave or specific medical requirements.
Entrance exams.
Proof of prior training or qualifications.
Payslips and payroll-related incidents.
Work history (performance evaluations, promotions, sanctions and other records).
Permits and licenses (vacations, sick leave, special permits, etc.).
Resignation letter.
Dismissal letter.
Severance pay.

How to design digital HR files

When it comes to designing digital HR files it is necessary to remember that the collected content must be useful to the company and be updated at all times. It requires careful planning and the implementation of best practices to ensure its effectiveness and legal compliance.

To learn how to create digital files, here are some steps that your HR department should follow.

Define what structure the file will have

For this, we must know what content should be included according to what labor laws and data protection regulations say. The goal is to have the necessary information, while always respecting privacy, security and confidentiality.

To create the structure of the personnel file you can choose between different forms or techniques to facilitate the search and retrieval of documentation. A common structure could be divided into sections such as:

Personal information.

Contracts and work documents.

Training and development.

Evaluations and performance.

Tax documents and social security documents.

Each section must be clearly labeled and organized so that HR personnel can easily find the necessary documents.

Select a document management system

One of the first steps to design an HR file is to have a document management software that facilitates the task. This system must be intuitive, secure and comply with current legal regulations.

When selecting a system, consider aspects such as:

Data security: compliance with LOPDGDD and measures to protect against unauthorized access.

Ease of use: friendly interface and ease to search and retrieve documents.

Integration with other systems: ability to integrate with payroll software, human resources and other business systems.

Digitize documents

When the files are already on paper you will need to digitize the document management. If the file is not available, you will ask the employee for the necessary documents.

Thus, in addition to scanning the documents, when designing an HR file, you must use tools that serve to prove that these digital documents have the same validity as the physical ones.

The process to digitize can be carried out in this way:

You get the file or the necessary files and remove all kinds of staples or elements that may hinder scanning.

You will have an OCR tool to convert the scanner image into a text document. When designing an HR file, the stored data must be accessible to whoever has to work with them.

Once all the documents have been digitized, it is recommended to make a backup of them.

Proceed to controlled elimination and safe disposal of paper files. However, the company, if necessary, can decide to keep some of them.

Keep the file data updated

To carry out this part of the process to design digital files, HR can opt for online forms, which can be filled out by employees. These will be stored directly in the file of each of them.

However, you can keep the files updated in many ways. For example:

Periodic updating: review and update data regularly.

Change log : keep a history of all modifications made to the file.

Verification of documents: make sure that all documents are valid and current.

Train Human Resources personnel

It is essential that the staff who handle these files know how to create digital files. When you have a specific program or software, you will need to teach the staff how to use it. Training should include:

Use of the document management system: how to navigate, search and update documents.

Legal regulations: knowledge about LOPDGDD and other relevant regulations.

Security best practices: how to protect sensitive data and prevent security breaches.

Advantages of designing digital HR files

Why is it so important for HR to design a digital file for their employees? This can offer great advantages, some of which are mentioned below:

Reduction of physical space necessary for file storage.

Sustainability: contributes to the reduction of paper use, aligning with corporate social responsibility policies and environmental sustainability.

Quick and easy access to information: greater ease to search and access information. This aids the recovery of all necessary documentation.

Efficiency improvement: reduces the time and resources needed to manage, search and update information.

Improvement of data security and confidentiality thanks to encryption processes. In addition, access controls are set so that only authorized persons can access.

They reduce the risk of loss, theft or damage to documents.

Legal compliance: facilitates compliance with legal regulations on data protection and document retention.

Simple, right? Now that you know how to create digital files, you just have to start applying it in your company.

If you have found this information on how to design an HR file interesting and you want to take advantage of our HR software, don’t miss our blog articles.

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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iriserrador

HR Content Specialist

Digital employee files, how are they designed?