5 Reasons Why HR Choose Digital Document Management

July 22nd, 2015

Digital Document Management has begun to transform HR departments across the UK but why are we going digital with human resources files?

Reason Number 1- To Recover Costs

Cost effective hr document scanning

It’s expensive to run a business so companies are always looking for ways to recover costs in the best way possible. By adopting a digital document management system, HR departments can abolish extortionate off-site storage costs and the regular outgoings for paper, ink and printer usage. Hiring document scanning services also doesn’t cost as much as you think and will not outweigh the cost saving benefits. You will save costs from the beginning and continue to save them with electronic document management.


Time saving HR Document Scanning

Reason Number 2- To Improve Efficiency

Scanned and digital files let you gain access to important information anywhere at any time. Documents can be sent to people through email, shared network or online cloud platform in an instant and can be viewed from any number of devices meaning working from outside the office or just away from your desk is simple. This increase in file retrieval times and office efficiency can also bring other benefits such as boosted morale and higher profits due to more work being completed in a shorter space of time. It’s a win-win situation!



Free space by scanning documentsReason Number 3- To Free Up Office Space

Offices that keep hard copy documents onsite in filing cabinets, boxes and folders can benefit greatly from switching to an electronic document management system. The space taken up by these cumbersome things can be freed up once you are happy with your digital documents. An open office space also brings many other benefits for the company and workforce (check out this previous article for those benefits)


Reason Number 4- To Future Proof the Business

future-proofed office

Imagine this…you are looking for a [insert your business sector here]. While doing your research, you go to visit one company whose offices are jam-packed with filing cabinets and other storage facilities not dissimilar to your own office right now. The place is cramped and the staff looked stressed when trying to find the files they need. Would you give this company your custom and have complete faith in them to store your information and provide the best customer service possible? It’s unlikely, isn’t it?

Ok, try this scenario…you visit another company. Their offices are bright and airy and free of space consuming document storage. When you ask for information, one of the employees brings it up on their handheld tablet quickly and efficiently. They then refer you to a colleague sat at a computer and send the relevant information over to them via a shared network. Much better, right?

Companies and organisations that move forwards with new technology are much more likely to flourish longer than those who refuse to move with the times. We’re not saying you have to purchase every latest gadget there is but transferring to digital document management would be a great first step.


Reason Number 5- To Secure Important Information

Securing the information of your clients and your company is one of the most important things you need to ensure. With paper documents, you leave that information open to the threat of loss, theft and damage. Even when stored behind locked doors, viewed by CCTV they may not be 100% safe. So why take the risk when there is a better solution? Scanned documents can be password protected, encrypted and backed up to ensure maximum security.


Pearl Scan Pledge

secure documents

Here at Pearl Scan, we provide an excellent HR scanning and electronic management service which brings a wide range of benefits to HR departments from lots of different industries including education, medical and law among others.

With our HR documents scanning service, we can scan human resources files in the highest quality with an efficient turnaround so you won’t be without your documents for long. We can provide sample scans to ensure this quality is exactly what you want and the images will conform to meticulous quality checks.

For more information about our scanning for the HR sector, feel free to see our site for HR scanning solutions or get in touch today for a free, no obligation quote for your scanning project.


Check these out! More articles about HR scanning from Pearl Scan: