eAkte by Helix

Personnel files. Paperless. Secure. Available everywhere.

The digital personnel file by Helix brings all documents together in one place – structured, protected and usable regardless of location. No more mountains of paper and duplicate data entry.

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100% Paperless

GDPR-compliant Made in Germany

24/7 Available

SAP, DATEV & co. Seamless integration

Cloud-based Location-independent

The idea behind it

Manage HR files digitally
and legally compliant.

The eAkte by Helix makes it possible to manage personnel files entirely paperless.

Documents can be categorised, tagged and maintained for their validity – all in one place. The solution is cloud-based and usable regardless of location, so HR teams and managers have access anytime, anywhere.

Structured filing

Categorise, tag and maintain the validity of every document.

Full-text search

Every document indexed and found within seconds.

Access control & logging

Granular permissions and complete logging of every access.

Reminders & deadlines

Automatic reminders for deadlines and due records.

Core features

Everything you need for the digital file

From flexible document filing to automatic reminders – the eAkte covers the entire lifecycle of your personnel records.

Flexible document filing

Upload, drag & drop, import or digital inbox – every route in is possible. Different formats are automatically converted into a single, uniform format.

Access control & logging

Detailed permissions: who may file, print, delete? Every access is logged completely and remains traceable at any time.

Temporary access rights

With just a few clicks, time-limited access can be granted to employees, managers or external auditors.

Resubmissions & reminders

Resubmissions, notes and scheduled deletions keep the entire process transparent and clear. Responsible people with pending resubmissions are reminded automatically by email.

Individual retention periods

Individual deletion criteria and deadlines can be defined per document type – data-protection compliant and audit-proof.

Structured & full-text search

Alongside the structured search, a full-text search across single or multiple files is available – accurate to the second.

Categorisation & tagging

Documents can be freely categorised, tagged and assigned validity periods – for maximum clarity.

Cloud-based & location-independent

Fully cloud-based – whether in the office, working from home or on the go. All files are available securely and reliably at any time.

Easy initial digitisation

Not yet running a digital eAkte? We support you with the initial digitisation of your personnel records and bring existing documents into the digital world safely and in a structured way. This is how you lay the foundation for efficient HR processes without paper chaos.

In detail

Features that make the difference

Flexible document filing

Documents can be filed via direct upload, drag & drop, import or through the digital inbox. Different source formats such as .docx, .tif, .png and .pdf are automatically converted into a single, uniform format – with no manual effort.

Direct upload from the browser or file system
Drag & drop support for quick filing
Automatic format conversion (.docx, .tif, .png, .pdf)
Import via the digital inbox

Access control & logging

It can be defined in detail who has access to which file and which actions – filing, printing, deleting – are permitted. Every access is logged and documented in an audit-proof manner.

Granular permissions per file and document type
Action log: filing, printing, deleting
Audit-proof documentation of all access
GDPR-compliant permission management
Hosted exclusively on German servers – no access by US authorities (CLOUD Act)

Scan_Batch_001.pdf

.pdf · 2.4 MB · incoming

Document_0042.tif

.tif · 8.1 MB · incoming

Employment_contract_new.docx

.docx · 340 KB · incoming

Personnel file Mustermann, Max

3 documents assigned · Uniform PDF format

Digital inbox

Scan stacks of paper – done.

Paper documents can be scanned in batches and then sorted and assigned on screen afterwards – without stickers or dog ears.

Batch scanning without preparation Simply insert and scan documents – no markings or QR codes needed.

Sorting on screen After scanning, documents are conveniently assigned to the right files on screen.

Optional four-eyes principle For critical documents, a four-eyes review can be enabled before the final filing.

Scan & digitisation service

Digitise paper files – we take care of everything.

For companies with existing paper files, Helix offers a complete digitisation service. Hand your documents over to us – we take care of the rest.

Consultation & planning

Step 1

In a joint consultation we analyse your inventory, clarify scope and requirements, and develop a tailored digitisation plan for your company.

Document collection

Step 2

Your paper files are collected from you securely and insured. The entire transport follows the highest security standards and is fully documented.

Preparation & sorting

Step 3

Our specialists prepare the documents professionally: removing staples, flattening pages, sorting stacks and structuring them by defined categories.

High-resolution scanning

Step 4

All documents are scanned in professional, high-resolution quality – true to colour, legible and optimised for OCR text recognition.

Quality control & indexing

Step 5

Every scanned document is checked for legibility and completeness. Indexing then follows according to your specifications – ready for the eAkte.

Return, storage or disposal

Step 6

Depending on your decision, the paper originals are returned, stored securely or destroyed in a data-protection compliant way – with a corresponding certificate of destruction.

Integration

Seamless into your existing HR landscape

The eAkte continuously reads master data from existing HR systems, so no duplicate data entry is needed. Personnel data stays up to date at all times – automatically.

Automatic data synchronisation Master data is continuously imported from your HR system – without manual effort or duplicate maintenance.

Secure interfaces All connections to third-party systems are encrypted and meet current security standards.

No duplicate maintenance Maintained once in the HR system – automatically updated in the eAkte. Consistency guaranteed.

Data sources eAkte

Active