Pearl Scan Group's UK HR document management and document scanning services.

HR Document Management Services

HR employee file document management solutions are the services we provide across the UK which organisations have benefited from our document management solution service such as Universities, media broadcasting companies, HR training and pension companies in Manchester and the Northwest, London and throughout the UK. With informational documents that are utilised and obtained with huge companies and organisations. With Human Resources carrying all that data and information is basically the history of that company from employees to old deeds of the building to ground maintenance that has been carried out since the companies first launch date.

Pearl Scan Group can securely scan the important information your company wishes to keep safe. By scanning the documents, the important and historic data can be backed up on to a digital file and stored in secure digital storage.

Employee Record File Scanning Services

The advantages of scanning employee files is that it gives instant access along with enabling to share with other colleagues and managers at the touch of a button or tab whenever they need them from a digital database. It can increase productivity within your department when working and using digital files.

Also scanning employee files can make the file editable many times over, which would be beneficial when having to make many notes for updating employee files for whatever reason.

HR Document Management Software

HR Halogen management system

Employee record scanning and digitising can save you lots of time and money, but when combined with our lightning fast document search and retrieval software you and your team can find documents even quicker.

Halogen was made and designed with the needs of HR departments in mind. Multiple indexing options can be added into the back-end of Halogen which means you can narrow down searches by department types, year or any other data you wish by using Halogen's intuitive design and fast searching. As well as saving time, Halogen also provides convenient ways to export, email and print documents from within the software itself which will improve office efficiency. Find out more about Halogen image retrieval software.

Pearl Scan Group can help you and your Department

  • Almost 15 years of expertise has been gained from working with the most reputable companies in the UK.
  • You will work with a creative and friendly team of professionals who are easy to approach.
  • Our custom built scanning bureau is centred on security, safety, confidentiality and scalability.
  • We are a one-stop scanning and data capture service company for all your document scanning and digital conversion needs.
  • No job is too big or too small for us, and our infrastructure can support small-to-large and bulk scanning projects as well one off or long term services.
  • We are constantly developing bespoke solutions with our in-house document management development facilities.
  • All images and documents can be hosted on our own cloud based secure server, Pearl Cloud.
  • Our document management software Halogen is offered free of charge with all our scanning projects.
  • We offer a fully supported HR scanning solution in London, Manchester, Birmingham and throughout the UK.
  • Our scanning operation are regularly audited and approved by many NHS, Local Authority and private blue chip companies to ISO 9001 (Quality Management System), ISO 27001 (Information Management System) and EMS 14001 (Environment Management System) and Data Protection 1998.

You can learn more about HR File Scanning

Fast, secure and nationwide - whether you have a box to collect or would like us to organise a collection of hundreds of boxes containing your employee files, our logistics team will work with you to arrange the collection of your hr documents at the most convenient time for you and in the most cost effective way possible.

If you need additional assistance to have your employee files, boxes etc. removed from filing cabinets and catalogued or from third-party storage supplier's facility, this can also be arranged for you as well as if you require any boxes, packaging material or special fragile items such heritage material, books, large maps or documents to be collected in security marked lockable containers.

Prior to scanning hr documents, we go through the files and remove any document fasteners, such as staples, paper clips, treasury tags and post-it notes. All documents, including the attachments and receipts, are kept in their original order to ensure a smooth and accurate employee scanning process takes place and to guarantee the quality of all documents scanned.

We use the latest document scanners equipped with ultra-sonic double-page-feed detection, automated colour detection and image optimisation technology to ensure optimum scanned image quality.

The hr documents can be scanned either black and white or like-for-like as per originals, our document scanning equipment can handle document sizes as small as a trains ticket to A3, any large documents such as maps, plans and technical drawings are scanned on our wide-format scanners.

Once your hr documents have been scanned, we can then index each file, folder or a document by the required index criteria (metadata) for example, title, name, address, reference number, date etc. to enable better storage and search capabilities.

We can apply OCR conversion in order to convert your scanned hr documents to fully text-searchable scans (images). This can be very beneficial for searching particular documents by their contents (keywords etc.); while the OCR search used together can also help to locate any misfiled documents.

Rigorous quality control checks are applied throughout the document scanning and capture processes, as well as a separate dedicated department is allocated to perform quality checks in accordance with our In-house manual, and third-party audited EN BS ISO 9001 and EN BS ISO 27001 standards.

To ensure extra layer of security, the data can be encrypted at the highest available level of encryption.

The final scanned employee hr data can be supplied either on a Disc, USB Drive or downloadable from our SFTP.

After an agreed period of time and approval of the scanned employee hr data, the originals can be securely shredded. A shredding certificate is provided upon completion of the shredding service.

Case Study


Why Choose Pearl Scan Group

Document Scanning | Audits

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

Logo's in which Pearl Scan Group has a number accreditations with including ISO