Employee's personal folder

Every employee has the legal right to consult his or her personal file.

The digital component gives the worker access to all data – mandatory and optional. Not only is the company's duty fulfilled effortlessly thanks to this, the easy control option also helps to keep important data up to date.

• What a personal folder provides to an employee
  • Basic data of HR
  • Corporate responsibility
  • Corporate benefit drawdown
  • Performance overview
• Why the personal file is necessary for the company
• How to access the personal file
• It is useful to know
  • The personal file is seen by a superior employee
  • Personal Folder Seen by Personnel Agent
• Personal file and legislation
  • Compulsory evidence
  • Personal Folder and GDPR
  • GDPR and employee evaluation by the manager
• Employee personal file = quality work background

What a personal folder provides to an employee

The employee has access through a personal file to information concerning his/her employment contracts and the performance of basic work duties:

Basic data of HR

• Employment contracts
• Documents needed for calculation of wages and taxes
• Work reports
• Working hours
• Agreed personal goals
• Management reviews

All data are for preview only, the employee does not have the right to change any of the data personally, but can ask his/her staff member for correction.

Corporate responsibility

• Facility management (e.g. laptop)
• Responsibility for locations (e.g. responsibility for a room, machine, building)

Corporate benefit drawdown

If you provide corporate benefits, within the personal file the employee always has up-to-date information about what corporate benefits are available and whether they are drawn:

• Eating allowance drawdown (monthly lunch spent in the corporate canteen)
• Pension contribution paid
• Sportcard drawdown
  The availability of data depends on the availability of data (e.g. by connecting to data from the card provider.)

Performance overview

• Performance of tasks for education and long-term development (generally long-term tasks)
• Basic statistics on the number of processed reports tasks
• Job reports - The employee can easily check how he/she is doing with the work reports and performance of tasks.
  Depending on the company's focus, additional statistics can be added, e.g. the number of processed offers, processed complaints, etc.

Why the personal file is necessary for the company

The personal file saves the work and the company significantly:

1. The data provided by the personal file must be made available to the employee according to GDPR legislation. Making them available ensures an obligation that the personnel department would otherwise have to provide
2. It is important for the company that the personnel data is up to date. By making them available to the employee, he can easily check them. As part of task automation, it is possible to automatically enter the employee periodically to verify that everything is in order.

How to access the personal file

The personal file is available to each user directly from the main desk. In the menu on the main desk, under the name of the employee, there is an option Personal folder to enter it.

It is useful to know

The personal file is seen by a superior employee

The direct manager has a limited view of the personnel files of his department. He does not see the personnel data from the contents of the file (protected according to GDPR rules), he sees the other data. He has the same possibility of control as the employee himself.

By consulting a personal file, the manager can quickly find out where a replacement needs to be provided, e.g. in case of illness or other outage of a worker.

Personal Folder Seen by Personnel Agent

The staff member in charge of the staff member has the same access to the personnel file as the staff member. The data listed on it is processed and its access

Personal file and legislation

Compulsory evidence

A number of laws require registration of employee data in legislation - Labour Code, Public Health Insurance, Income Taxes

Even in the case of documents that have not been provided by the employee - e.g. execution requested by the executor, it is a document that is available to the employee (for preview).

Personal Folder and GDPR

The employer has a legal obligation to process personal data of employees necessary for compliance with legal obligations. It must therefore manage all the data referred to. (And there is no reason to inform the DOJ about this).

The GDPR gives the employee the right (and the employer the obligation):

• Have an overview of all personal data processed by the employer
• Have the option to request a change if any of the data is not true / valid
• To be able to request an explanation of why the data are processed
• Require forgetting of personal data for which there is no legal obligation

GDPR and employee evaluation by the manager

The preview in the personal folder may also include an assessment by the manager. As a matter of principle, it should be a data that is important to the worker and should be available. From the GDPR point of view, this is also a personal data that the employee has the right to know. Therefore, the employee assessment is also available on the personal portal.

Employee personal file = quality work background

With the personal file from AyMINE, you will provide employees with an overview of your work, fulfill legal obligations and ensure that people feel better at work.

The personal file at AyMINE works in a multilingual way, so it will serve you just as well for foreign workers