Digital employee files. Organized, compliant, accessible.
Document management, GDPR-compliant storage, and employee self-service — all in one platform.
No paper. No manual retention. No compliance surprises.
Compliant by default
Retention & deletion
Employee self-service
Paper required
The lifecycle of a digital employee file
From creation through retention to expiry — every document tracked, every step logged.
Documents are structured automatically
Contracts, IDs, certificates, sick notes — every document is auto-categorized and tagged the moment it enters the platform. No filing folders, no scanning piles.
Retention policies are enforced automatically
Legal retention windows are configured per document type. project b. tracks every file from creation through deletion — and logs each action for audit-readiness.
Employees self-serve their own files
Payslips, certificates, employment confirmations — all accessible to the right employee in the self-service portal, on any device, any time.
Everything in one place — secure and structured
From contracts to payslips to certificates: all documents centrally managed.
Document management
Contracts, certificates, payslips, and more — all digitally filed and structured. Find documents instantly.
GDPR compliant
All data encrypted in EU data centers. Access controls, retention policies, and deletion protocols built in.
Full audit trail
Every document access and change is logged. Transparent for HR, audit-ready for regulators.
Automatic retention policies
Legal retention periods monitored automatically. No manual tracking, no compliance risk.
Integrated document inbox
Certificates, sick notes, and external documents land directly in the digital file — no scanning, no manual filing.
Employee master data
Address changes, bank details, tax class — employees submit updates themselves. You approve.
Benefits for everyone
Employees
- Access own documents anytime
- Update master data themselves
- View payslips digitally
HR teams
- All employee files centrally and digitally
- GDPR-compliant storage without paper chaos
- Less admin through employee self-service
Payroll specialists
- Real-time access to payroll-relevant data changes
- Change history always traceable
- No chasing missing documents
Frequently asked questions
What document types can I store in a digital employee file?
Everything that belongs in a personnel file — employment contracts, addenda, payslips, tax certificates, sick notes (including eAU), employment confirmations, performance reviews, training records, ID documents. project b. categorizes each type automatically and applies the correct retention policy.
How long are documents retained?
Per legal retention requirements in Germany. project b. tracks the start and end of each document's retention window automatically — typical periods are 6 years (correspondence) or 10 years (tax-relevant records), configurable per document type. Once retention expires, deletion is logged in the audit trail.
What happens when an employee leaves the company?
The file is not deleted — it is preserved for the legally required retention period (typically 10 years for tax-relevant documents). Active employee permissions are revoked; HR retains read access for the retention window; after that, automatic deletion.
Who can access an employee's file?
Role-based. Employees see only their own file. HR teams see employees in their company scope. Payroll specialists see what they need for processing. Every access is logged in the audit trail.
Does this support electronic sick notes (eAU)?
Yes. eAU certificates arrive directly from health insurance providers, are auto-filed in the right employee's absence record, and feed cleanly into payroll. No manual download, no email forwarding.
How are employee files secured?
ISO 27001:2022 certified. All documents encrypted at rest and in transit. Stored exclusively in EU data centers. Full audit trail of every access, change, and deletion. Fully GDPR compliant.
Go paperless. Stay compliant.
See how project b. unifies documents, master data, and self-service in one platform.