Digital Personnel File: Tips for Successful Introduction


Much has already been written elsewhere about the advantages of digital personnel files. The fact is: a modern, sleek personnel management cannot be done without an electronic solution. This is because the digital personnel file makes everything more efficient and faster: from managing employee data, holidays and applicant management and appropriate applications and approval procedures. Processing times are reduced, documents from references to the target agreement are available to everyone with the respective authorisation regardless of location, including cross-border access.


Corporate Success Factors

However, anyone who thinks it is sufficient to select a solution and to install – as an update is installed on a server – thinks too short-term. As the company itself must change. Basically, firstly make the decision, whether only a part of or the entire archive is digitised – which of course means more resources and time, and needs, to accomplish this efficiently, the appropriate tools and highly automated assignment of documents..


In any case it is important to develop a digital storage structure that can map and organise the digitised paper documents. If insufficient categories are developed for the storage structure, a portion of the realisable efficiency potential remains untapped. This is one reason why it is better to invest a little more time than too little time, in the development of the data model.


Integration and Role Planning

Companies should also ensure that digital personnel files are integrated with Office applications – so employees can upload Word documents or spreadsheets directly into the system. It is also essential that those who are allowed to work with documents are clearly allocated, as all the legal requirements in terms of data protection cannot be underestimated.


Readiness as a Base

However, there is a success factor, as without all this waste paper employees have to follow suit. Management must communicate early with employees. It should reap benefits, dispel worries and unite people behind the project. In English this is called „Commitment“. Formerly one would have said: be a role model, act confident, implement and enforce. A classic feature that distinguishes good managers. No matter what you call it, whoever does not integrate staff at an early stage and win them over to the project, puts more at stake than he would like.

How Enterprise Content Management optimises the Supply Chain

Today’s industrial production is based on complex supply chains. There are lots of suppliers, and even more raw materials, already involved in the development of primary products and components that are then combined into the final assembly of a product. The high division of labour in production enables the production of cheaper items – from computers to cars – but at the same time this requires extremely good supply chain management. It must be possible to detect vulnerabilities and errors along the supply chain early and eliminate them. Otherwise product recall threatens not only your image but also bring about financial penalties.


Audits Help

Therefore, in many industries, statistical methods are used. For example, incoming goods , in production or in the final control. They measure the quality of supply as well as error rates or metric characteristics of products – for example, to monitor whether components are delivered in the required dimensions and tolerances. The data obtained will help eliminate errors early – and as mentioned at the outset: it is the same reliable information necessary to avoid a potentially unpleasant confrontation with suppliers.


Valuable documentation

However, this data needs to be managed in a manner that does not negate the efficiencies gained and increased safety as a result of the audit process. What good is the best-test protocol, if I then have to spend a long time looking?

Here Enterprise Content Management systems can mean the decisive advantage and help in the evaluation of data or in the preparation of regular reports. With their help, all data is securely archived for the long-term, but available at your fingertips anytime, being searchable and useable. From the incoming invoice with purchase order reference and the corresponding delivery note – keywords „supply quality“ – up to the actual quality control at the end of the production process, keywords: „production quality“.


Thus: if you are thinking of how to optimise your supply chain, you should always invest in IT which brings time to supply chain management and helps to permanently document and develop the supply chain. In this regard, powerful ECM companies are on the safe side.

The Fourth Industrial Revolution is Europe’s chance

When one thinks of digitisation and Big Data, one cannot help feeling that the key trends of this era were started by global players such as Google and Apple. Can Europe hold a candle to them? This is hard to say, in any event on their own turf. But if we look at the theme Industry version 4.0, it is different. Here it is anybody’s „race“ – with a chance for Europe to take the lead.


Thinking processes from the very beginning

For this venture to succeed, it takes more than the industrial landscape of the „old world“ that has worldwide appreciation. Development must be driven on all levels. Not only machines must be networked. The IT systems of the future must be able to illustrate procedural landscapes and be likewise integrated – including ERP and ECM systems. Because they manage data that is indispensable for operating smarter factories. This is what is meant when we speak of horizontal and vertical integration.


Industry Version 4.0 is merely holistic

For materials, energy and information flow within a company, which sometimes exceeds its limits, this horizontal and vertical integration is indispensable. An example: it is undoubtedly an achievement when machines communicate with each other and humans only intervene in the processes if necessary. However, it is precisely in this case, that if small maintenance teams intervene only rarely in controlling the factories of the future, they must have more complete equipment histories, process descriptions and protocols.


Cross-border Collaboration

This is especially true when multiple teams working in different locations in different parts of the world work hand in hand – keyword Collaboration. An example that shows M2M communication is an essential part of modern production. But it is only one piece of a puzzle with many more pieces.


Inter-Disciplinary Collaboration

There is another thing that is needed more: inter-disciplinary collaboration. The boundaries between previously separate sectors such as telecommunications and industry are becoming increasingly blurred. Only with the talent in all of these areas, will it be possible to push Europe’s fourth industrial revolution – and strike a blow for the continent’s exports. As the first one did more than two hundred years ago.

File formats: What to do when handling exotic formats?

In the age of digitalisation, we are more than familiar with a range of file formats used to present digital contents. JPEG, PDF and Co are well-known friends, and do what they say. The respective documents can be easily displayed in every web-based solution and printed. But what about when an unknown or exotic file format appears?


“troublemakers” along the way

These “troublemakers” often reach us as an email attachment or internet download. There are dozens of these in the world of audio, video and image formats especially. Every camera manufacturer uses their own format; many editing programs save their own file types. And this is not even to consider Microsoft Office or Open Office formats, which can even differ depending on the version you are using.

The difficulties that result from juggling with these varying file formats set your nerves on edge and lead to massive amounts of time being wasted. Applications that need to be installed to display the respective file format can end up costing huge licence fees and requiring additional installation and maintenance.

The saviour: A “leveller”

One efficient way of combating these problems is provided by web-based solutions, which convert the various file formats into a defined, standard display format on the server side. EASY offers a rendering solution of exactly this kind: EASY View. Over 300 file formats can be displayed in a standard format for the user, without the need for additional installations or licence fees.

Two aspects require a closer look:

  1. Performance
    A rendering solution that is to make a real difference must be powerful. Long processing or loading times for the content cause a hold-up and interrupt the workflow. Scaling and annotation options ideally complete the high performance.
  1. Accuracy
    Once the content has been converted into a format that can be displayed easily, the contents of the original file must be reliably depicted as close to the original as possible. The user must be able to rely on the fact that the converted representation provides a complete and safe depiction of the content of the original document. Here, it is all about a love for detail: High speeds mean nothing if part of the information is lost during the conversion; if presentations are not displayed cleanly; or if the numbering of pages no longer matches the table of contents.

Solutions for the web-based displaying of documents that have these two strengths can make the lives of the reader easier and can save the company a lot of money.

Study calls for Chief Digital Officer

The topic of digitalisation remains under-represented at the management level of many companies, and those responsible for dealing with the associated challenges are not sufficiently integrated into the management structures – these are the conclusions drawn by a recent study. Companies must accelerate their efforts if they want to avoid falling behind. The introduction of a Chief Digital Officer could help here.


7 out of 10 companies do not take digitalisation seriously enough

The study entitled „Digital Leadership Survival Strategy“, which was conducted by Deloitte Digital consultancy firm and personnel consultancy Heads, shows that 70 percent of those companies surveyed have a backlog demand. The digital transformation – a must for companies who wish to remain successful amongst the competition in the future – is not sufficiently represented in the strategic planning of companies.


The authors deduced this from the organisation structures, amongst other things: Less than one in three companies have a „Head of Digital“; in other words, someone who is responsible for the digitalisation strategy and who, therefore, actually has the necessary influence required to drive the transformation forwards.


Perpetual change

Or, perhaps it is better to say: „driving the transformation forwards“? The companies behind the study are also predicting a constant paradigm shift and change: the rapid replacement of one business model by another. Anyone who wishes to be successful within this business world requires flexible and agile IT; and must know how to utilise the potential of digitalisation.


The responsibility for this lies with the CEOs, CMOs, CTOs and CIOs of this world. Or with a position that does not even exist yet: The study recommends the introduction of a „Chief Digital Officer“.


Management requires the utmost in attentiveness

Which brings us back to where we started: At the end of the day, it doesn’t matter who assumes the final responsibility. First someone must delegate these tasks to someone. Boards of directors and other top decision-making committees must, therefore, be convinced first. In reality, this is the only way to implement a comprehensive digitalisation strategy. For without questioning the existing thought processes and established structures, digitalisation will remain a distant dream.

EASY SPIRIT: Creative collaboration for our customers

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As reported in the EASY newsletter, following EASY World 2014, we began to implement our vision of an application platform for document-intensive business processes into functional and technical concepts.

What may at first appear to be a „dry“ topic is in reality combined with a constructive process and plenty of room for completely new ideas and approaches. Themes relating to digitalisation, like Internet-Of-Things, Cloud and new approaches from the consumer world form a creative hotbed for new pathways in the ECM world – SPIRIT and EASY are all about „New thinking!“


Keeping the market and its future in sight at all times

That is why we choose to work together with partners during the brainstorming, concept creation and testing stages, and discuss large and small issues with them:

  • What ideas do partners have when it comes to businessapplications?
  • Can the simplest filing structures and most basic user concepts, which we are familiar with from consumer apps, fulfil even complex ERP storage requirements?
  • How can solution finders be supported when it comes to the creation of new business processes?


Working together to create the best platform

The involvement of our partners in these early stages helps us to create the very best platform for both the market and our partners. Lots of ideas and concrete wishes, especially in view of the simple creation of solutions, are incorporated into the concepts. At the end of the day, it is our partners who create a large number of the solutions that are available on our platform.


Customer benefit as the priority

Customers profit from a range of innovative, valuable solutions, which can be easily used in the Cloud, or which can be installed on the premises. Our wide-ranging partner network ensures that business applications are created for a whole host of industries and scenarios. The first concrete ideas for business applications have already been created during the initial workshops, and will now be further developed in the next stage of the collaborative process.

EASY from the Cloud for greater flexibility


With the EASY ECM Suite, a new way of thinking is taking hold in two different ways at EASY: On the one hand, because the Suite provides a central application for every function. Thus is guarantees the perfect interplay of all software modules and allows for a single set-up for the complete Suite.


Quick and easy to scale

However, at the same time, EASY is making a paradigm shift: For the first time, EASY is offering new Cloud and online services in addition to the traditional on-premise model, and, as such, is capturing new market shares. For companies who until now have considered the introduction of an ECM system to be too costly and time-intensive, the fast distribution and provision of EASY Cloud solutions is of particular interest. Another benefit of the ECM Suite from the Cloud is the fact that the solution can be scaled quickly and easily: After all, companies do not need to provide any of their own IT resources for this. There is also less of a need for on-site personnel to administer the operating platform and the associated solutions.


Flexible and powerful

With EASY ECM from the Cloud, companies benefit from a powerful ECM Suite that can be adapted to suit the current needs thanks to the flexible service models. And all of this without the need to increase your IT spend. In fact, the opposite is actually true: Instead of having to invest, companies only have to pay for operating costs.

The EASY Cloud and Online Service Suite encompasses a wide range of solutions: The services include Archive, Capture, Output Management, OCR and Classification. The associated data management services provide Collaboration, Dashboard, Discovery and Record Management. EASY provides configuration tools, as well as tools for authorisation management, monitoring and accounting, for all three components of the Online Suite. And in the Solutions area, you can find archiving solutions for Microsoft, SAP and Salesforce, as well as a HR Suite and invoice solution.


German data processing centres

But what about data security? After all, that is the issue that has been putting many companies off using the Cloud to date. The answer: EASY solutions from the Cloud satisfy the highest security standards – and, together with its provision partners, EASY guarantees a high level of availability around the clock, as well as data storage solely at German data processing centres. And everything is certified by SAP and KPMG.

EASY Cloud Services: As flexible and secure as the Cloud can be.

EASY webcast: Email archiving can be this easy

On 15th May 2015 at 11 am, as part of our series of EASY webcasts, we will be showing you how you can use EASY for EXCHANGE to archive your business emails simply and reliably.

Does a large part of communication within your company take place via email? Do you use emails for internal communications between departments and to approve critical business processes? Then look forward to our webcast on EASY for EXCHANGE 1.0. Discover how all emails in your company can be stored in compliance with the law.

Register now to participate in the free EASY for EXCHANGE 1.0 webcast by clicking >here<. Please note that this information is currently available only in German language.

Intrigued? Tomorrow we will be showing you how you can use EASY RECORDS for HR to manage your personnel files easily and securely, and how you can manage applicants faster and more efficiently. This webcast will also start at 11 am. Click >here< to register. Please note that this information is currently available only in German language.

EASY in use across the globe – now in Columbia too


Solutions from EASY are trusted throughout the world. CasaLuker, a supplier and producer of high-quality cocoa and chocolate ingredients in the Columbian capital of Bogota, is a recent addition to EASY’s many customers around the world. CasaLuker relies on EASY ENTERPRISE.x. This state-of-the-art enterprise content management solution is already fully integrated into the SAP environment at CasaLuker, and, besides a noticeably improved system performance, also offers additional useful features to help manage the document-intensive work processes within the company in the best possible way.


The family company, which was founded in 1906, relies on modern technology and equipment for the production of chocolate coatings and offers a wide range of coatings, cocoa mass, cocoa butter, powder and cocoa beans, which fulfil international standards.


Are you also on the lookout for a way to link up to your SAP system that does not involve a lot of reorganisation? You can find out more here.