Our confidential HR document scanning service enables our clients to achieve seamless and cost-effective HR compliance to GDPR. Once scanned the digital files can be regularly updated to create a paper lite HR department

Secure and Confidential HR File Scanning Services Tailor based HR file scanning services to meet HR compliance

Employee personal data is held and processed by HR departments and includes current and former employees and those even applying for jobs. Our HR document scanning services are tailor based to ensure compliance, confidentiality and security.

The HR documents are often stored as paper records containing such things as contracts, application forms, absence forms, training records, medical records, trade union membership and many other documents. We work with both private and public sector organisations throughout the UK, enabling them to securely digitise their employee files in the most cost efficient way possible.

Document Scanning Process

The document scanning process What we do with your documents

  • Collection

    We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.

  • Conversion

    We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.

  • Delivery

    We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.

The Process in Depth

a b c

HR document scanning solutions our simple to advance hr files scanning options

When considering the scanning of your HR files, there are number of options available. We have listed some of the most common HR File Scanning options as below that our clients typically require, for example;

  • Simple scan to PDF file service where all documents contained in a file are scanned to a single PDF file and indexed by the Employee name.
  • To more advanced scanning options where documents are broken down into the required HR document categories as well as each document (e.g. application form, employment contract, offer letter etc.) is broken down into individual PDF files. The documents are then indexed by the Employee Name, Employee Reference Number, Document Category, Document Title and Date etc.

OCR can also be applied to any scanning option to create text searchable PDF files, this enables easy searching of large files by using keywords.

Confidential Shredding of Files

Once all files have been scanned and digital data has approved, we can securely shred and dispose off the original paper files to BSI standards. Upon completion of shredding, we will provide a certificate of destruction for a complete peace of mind and compliant service.

Experienced HR File Scanning Services fully tailored to each client's need

Our HR document scanning bureau has been working with all types and sizes of organisations ranging from a few employees to a few thousand. This has enabled us to understand how different HR departments works and be able to recommend scanning options suitable for their specific HR scanning needs and document management.

Here are few examples of the HR document scanning services and related options;

  • Scanning each employee file to a PDF file
  • Sorting and categorisation of documents and scanning files to PDF files
  • Sorting into categories and detail indexation of individual documents

Scanning to Third-party applications

As well as a professional HR file scanning company, we also have extensive experience in delivering scanning projects which are integral part of larger document management strategies and include the integration of scanned data onto third-party content management systems such as Microsoft SharePoint, Alchmey, Invu, ScanFile, Therefore, DocuWare and FileBase etc.

Scan and have your HR files converted to digital format secure and confidential scanning services

  • Our scanning team is very well equipped with knowledge and expertise gained over 15 years in providing HR scanning services.
  • Employee record scanning and digitising can save you time and money as well easy to manage document retention.
  • Regardless of your location and size, we cover whole of the UK with secure next day collection and delivery service.

Get in touch

Call us today on 0161 832 7991 or fill in a quick quote form to discuss the scanning of your employee files

Get a quote

Speak to our scanning team

Our proven approach to low cost HR scanning services

We provide free of charge and no obligation consultancy service to determine the most suitable HR file scanning option for each of our client. This also includes free scanning and sampling of HR files to create a complete proof-of-concept which has proven to be very useful in our clients decision making process.

HR document scanning and management related articles

4 simple ways to streamline your HR department

Every manager and business owner strives to offer the facilities for their staff that enable them to streamline their processes and increase efficiency in the workplace.

Read more

GDPR and the impact upon HR departments

GDPR will increase employer obligations with regard to staff, including informing them of their right to access their personal data as well as the ability to have it rectified or deleted.

Read more

Why Choose Pearl Scan?


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.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.