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Digital HR – frequently asked questions and answers

Are you considering HR digitalisation and looking for answers?
We have prepared an overview of the most common questions about digital HR to help you understand the available options.

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Solutions Enterprise Applications Paperless HR and digital workforce management
HR digitalisation delivers faster processes, less administration, and better document accessibility.
However, many practical questions still arise – from legal validity to technology and security. We have prepared answers to the most common questions to help you navigate the topic of paperless HR.

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We will show you how HR digitalisation saves time, improves clarity, and enhances the experience for both employees and HR teams.

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Legislation and legal validity

Is a digital employee personnel file recognised by authorities?

Yes. If it is stored in a trusted digital repository and meets document retention requirements, it is legally fully valid.

How long must we store HR documents electronically?

The retention period is based on labour law and internal company policies. A digital repository allows retention rules to be configured so that compliance with these periods is monitored automatically.

Can OHS training documents or medical check records be kept electronically?

Yes, provided the integrity and availability of the document is ensured throughout the required retention period. Modern digital solutions commonly cover these types of HR documentation as well.

Electronic signatures and documents

Which HR documents can be signed electronically?

Typically employment contracts, amendments, fixed-term agreements, payroll adjustments, or training records.

Is an electronic signature as legally binding as a handwritten signature on paper?

Yes. Signatures that meet the required eIDAS level have the same legal weight as a handwritten signature.

Can we use multiple levels of signatures?

Yes. For example, a simple signature for internal documents and a qualified one for employment contracts or sensitive documents.

Technology and integration

Can digital HR be integrated with SAP or Microsoft 365?

Yes. OpenText is designed for SAP SuccessFactors, TreeINFO for Microsoft 365, and Newgen HR can easily integrate with any environment and additional applications.

What if part of the HR processes runs in another system, such as payroll software?

Digital HR solutions also integrate with payroll and attendance systems, allowing documents and processes to be unified regardless of the data source.

What are the differences between TreeINFO, OpenText and Newgen for HR?

TreeINFO leverages Microsoft 365, OpenText is designed for SAP SuccessFactors, and Newgen provides a universal low-code platform for end-to-end HR processes.

Security and compliance

Are electronic HR documents protected against loss or data breaches?

Yes. They are stored in secure repositories with controlled access, encryption, and regular backups.

How do audit logs and change history work?

The system records all changes and document access. Every step is traceable, ensuring full auditability.

Does the digital HR solution comply with European standards?

Yes. Modern solutions comply with eIDAS requirements and security standards such as ISO 27001.

Practical benefits and costs

What savings does HR digitalisation bring?

Companies typically save tens of percent of HR time, shorten document signing times, and reduce administrative costs.

How much faster do recruitment and contract signing processes become?

Electronic signatures and workflow shorten the process from weeks to days, and in some cases even to hours.

Does HR digitalisation benefit employees outside the HR department as well?

Yes. Employees gain self-service access to documents and forms, simplifying their everyday administration.

Implementation and operation

How long does it take to implement digital HR?

Smaller implementations can be launched within a few weeks, while more complex solutions typically take a few months.

Do we need to have the infrastructure prepared?

Not always. It depends on the chosen technology—some run on Microsoft 365 or SAP, while others operate as a standalone cloud platform.

Support includes maintenance, monitoring, updates, and the ability to expand processes or create new ones. Dedicated service teams are available for long-term cooperation and development.

How is post-deployment support handled?

The provider delivers service support, updates, and the ability to further develop the system based on your future needs.

How to get started with HR digitalisation?

This FAQ is only a quick guide to the most common questions. If you want to explore how to digitalise HR in your organisation, we can prepare a tailored recommendation and help you choose the right technology and process setup.

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