Automated personnel file import – from file chaos to an audit-proof file

Initial situation

The HR department of a company faced a typical problem: personnel documents such as contracts, pay slips or confirmations came from very different sources – from external systems, internal HR applications and local file storage.

The process was tedious and prone to errors:

• Documents had to be manually downloaded, renamed, and placed in folders.

• Assigning tasks to the correct employees was not always clear.

• In cases of re-entry or internal transfers, documents were often lost or had to be painstakingly gathered.

The goal was a fully digital, automated process that reliably places personnel documents in the correct dossier – transparent, efficient and audit-proof.

Solution: A seamless, automated HR document flow

Together, an automated import process for personnel documents was set up, which runs in the background and covers all important steps – from delivery to filing in the personnel file.

The solution includes:

• Central employee assignment: A current list of all employees is automatically generated daily. This serves as a reference to ensure that every document can be clearly assigned to the correct person – even in complex cases such as part-time work, job changes, or multiple engagements.

• Automated handling of transfers and re-entries: When employees change departments internally or return after a period of time, relevant documents are automatically transferred to the new file. HR no longer needs to search through old files.

• Rule-based processing of all incoming documents. Documents from upstream systems and internal repositories are continuously imported. Clear rules for naming and structure ensure that:

  • the right person is identified

  • the document type is set correctly (e.g. contract, salary, confirmation),

  • The correct date of origin is recorded – important for retention periods and traceability.

• Transparent operation and error handling: Documents that cannot be clearly assigned are automatically moved to a separate area. There, they can be specifically reviewed and corrected without disrupting the ongoing process.

Results and added value

The new, automated import process offers clear advantages for the company and the HR team:

• Significantly less manual effort is required. Routine tasks such as downloading, renaming, and sorting are largely eliminated. HR can concentrate on consulting and content-related topics.

• Fewer errors, higher data quality: Uniform rules and a clear process reduce misfiling and gaps in personnel files.

• Better support for the employee life cycle : From onboarding through internal transfers to offboarding, the files remain complete and traceable – even over longer periods.

• Audit-proof storage: Original data and document types are meticulously maintained, which supports compliance with legal and internal requirements.

• Scalability and future-proofing: New document types or additional sources can be integrated step by step without jeopardizing the existing process.

Conclusion

What was once a labor-intensive and error-prone process has become a stable, automated HR document process. Personnel files are now created quickly, accurately, and completely – thus forming a reliable basis for modern, digital HR work.