BizCortex documentation

Archive, personnel file and privacy

Where the uploaded files are kept, how the AI reads them, who sees confidential documents, and how the files are filed in the GoBD archive and the personnel file.

The uploaded files are kept in Docs in the area "Datenübernahme", with one folder per transfer. Only Owner and Admin see this area. Your files stay in your tenant in the EU and are read only for this transfer.

An AI classifies the files and reads the values. Every value read is then checked in code: the quote must appear word for word on the page named and must support the value. Whatever fails this check is discarded and never stored. That is why you see the source of every value. The content of a document is always treated as content, never as an instruction to the AI.

Who can use this

  • Owner and Admin

Fields and options

Confidential documents

Payslips, employment contracts, employee record sheets, payroll journals and staff lists, their records and questions, and the groups Employees, Payroll data and Payroll carry over are visible only to members with the permission for personnel data. For everyone else they do not exist, and instructions to the assistant do not reach them.

GoBD archive

When a group is applied, the files behind its records are filed once in the archive, with the document type and retention period of their kind, mostly ten years and eight years for bank statements. A file about exactly one person, customer or supplier is linked to that entry; lists and exports are linked to the transfer.

Group Documents

It is applied last and files all remaining files in the archive, for example notices and contracts that yield no records, or files whose entry was skipped.

Personnel file

Payslips, employment contracts and employee record sheets of an applied person also go into their personnel file, with the note "Aus der Datenübernahme". In the archive they carry the HR document types, which are visible only with the matching permissions.

Tips

  • Legacy documents carry the note that the original document is in the archive. There you find the document from the old system.

Good to know

  • The archive cannot be changed: undo never removes an archived document.
  • If you delete a transfer before anything was applied, its uploaded files are deleted from Docs.
  • When our team acts as your company, every request is in your log, and applying and undoing are recorded in the audit log with that note.

Related

  • Document archive (GoBD)

    Invoices, receipts and exports stored unchangeably with checksum and retention period.

  • Personnel documents

    Keep the personnel file, decide what the employee may see and generate letters from templates.

  • Audit log

    A tamper evident log of who created, changed or deleted what and when.

  • Documents: spaces and access

    Organise the wiki in spaces and decide who can read, edit or manage them.

  • The Data transfer app

    What a transfer is, how your files become records, and why nothing is written to your data before you approve it.