Question 1

How long must HR documents be retained?

Accepted Answer

Retention periods vary depending on the type of document and are determined by employment, social security and tax legislation. Statutory employee records must be retained permanently, while other HR documents have limited retention periods. Applications submitted by unsuccessful candidates must be deleted once the selection process has been completed, unless the candidate has consented to a longer retention period. In InDoc EDGE, retention rules are defined separately for each document type. Documents are automatically disposed of when the retention period expires, and every disposal is recorded.

Question 2

Can HR documents be retained exclusively in electronic form?

Accepted Answer

Yes, provided that electronic retention preserves the authenticity, integrity and accessibility of documents throughout the full retention period. Across the EU this principle follows from the eIDAS Regulation and GDPR, while specific retention periods for HR records are set by national employment and tax law. There is an important distinction between file storage and compliant e-archiving: storage preserves the file, e-archiving preserves the document's evidential value. InDoc EDGE provides e-archiving with a built-in audit trail, controlled access and retention rules defined per document type, with automatic disposal once the retention period expires and a record of every disposal in the audit trail.

Question 3

Are electronically signed employment contracts legally valid?

Accepted Answer

Yes. Under the eIDAS Regulation, an electronic signature cannot be denied legal effect solely because it is electronic, while a qualified electronic signature has the same legal effect as a handwritten signature. The signature level an organisation uses for employment contracts and amendments is determined by its internal policies and risk assessment. InDoc EDGE integrates with several electronic signature service providers. Once signed, the document is automatically stored in the appropriate folder, while the signature and signing time are recorded as part of the audit trail.

Question 4

Is InDoc EDGE also an HRM system?

Accepted Answer

No. InDoc EDGE is a document management system (DMS) that complements an HR information system rather than replacing employee records. It supports document preparation, electronic signing, classification, centralised retention and employees’ access to their own documents through the employee portal. Integration with an HR system is provided through an API, for which Mikrocop supplies standardised documentation.

Question 5

How is an employee’s personal file organized?

Accepted Answer

Each employee has a digital personal file with a clear folder structure (e.g. contracts, training, health & safety...). If a folder or subfolder doesn&rsquo;t exist, the system creates it automatically when the first document is added.

Question 6

What happens to documents when employment ends?

Accepted Answer

After the termination date is entered, the personal file is archived after a set period (e.g. 2 years). Then, retention schedules apply for deletion.

HR document management

HR Documents in Digital Personnel Files

Key Capabilities

Digital Personnel File

E-Signing

Employee Portal

Access Control and Audit Trai

Secure E-Archiving

Fast Search: Content & Metadata

Related Solutions

Application Collection

Recruitment

User Permissions

Absences

Business Travel

Overtime

Benefits of use

Frequently Asked Questions