Made in Germany & Switzerland
The flag of GermanyThe flag of Switzerland
jacando logo
Back to the HR-Lexicon

Personnel information system

A software solution that manages personal data in a structured and secure manner is a personnel information system. Companies can store, organize and manage all relevant information about their employees in one central location. Companies can use these systems to efficiently access data, generate reports and meet legal requirements when handling sensitive information, making them an important part of HR management.

The advantages of a personnel information system

A personnel information system offers a company many advantages. HR departments can work more efficiently by quickly accessing the information they need as employee data is stored centrally. A personnel information system also enables the automation of processes such as payroll accounting, leave administration and performance appraisals. HR information systems also contribute to compliance with data protection regulations as they are able to control access to sensitive data. As data protection laws in the EU and Switzerland are strict, this is particularly important as companies risk heavy fines if they violate these laws.

The functions of a personnel information system

Personnel processes can be managed efficiently by companies using a variety of functions available in a personnel information system. These tasks include the management of employee data such as contact details, qualifications and salary information, the creation of employment contracts and the planning of training and further education. Employee performance evaluation can be supported by HR information systems that collect and analyze data on target achievement and skills development. Companies are supported in effectively managing their employees and optimizing their performance.

The security of HR information systems

As HR information systems contain sensitive data about employees, security is a crucial aspect. It is necessary for companies to ensure that their systems are adequately protected to prevent unauthorized access and data loss. In the EU and Switzerland, there are strict data protection laws such as the General Data Protection Regulation (GDPR), which require companies to take appropriate security measures to protect personal data. Compliance with these laws must be ensured through features such as access controls, encryption and data protection policies in HR information systems.

The implementation of a personnel information system

It is necessary to carry out careful planning and preparation for the implementation of an HR information system. In order to use the system effectively, companies must analyze their requirements, select suitable software solutions and train their employees. It is important that companies comply with data protection regulations and ensure that the HR information system meets legal requirements when it is implemented. Thanks to a successful implementation, companies can benefit from more efficient HR processes, improved data management and increased security.