We provide GDPR compliant document scanning services for HR departments. Our solutions are tailored to be cost-effective and meet individual requirements of every organisation.
HR Document Management Solutions Tailored for the HR Departments
Our HR document scanning bureau specialises in working with organisations of all types and sizes and understands individual needs of various HR departments and the best HR document management practices. Whether you are looking to scan your employee records or implement a digital HR records management system our specialists will work with you to find the best solution for your organisation.
We provide free of charge and no obligation consultancy service to determine the most suitable option for the scanning of employee and personnel files. This includes free sampling of the HR records as a proof-of-concept to help our clients to find the most suitable scanning option for their HR document management needs.
HR File Scanning Options
- Scanning all HR documents contained within an employee folder into a single PDF file.
- Organising and scanning documents into various HR categories (e.g. Employee Relations, Agreements, ID documents, etc.)
- Scanning individual HR documents into separate PDF files.
HR Files Indexation Options
- Indexing each PDF file by employee name.
- Indexing each PDF file by employee name and document categories.
- Indexing by the employees name, document category, document title, and date etc.
The document scanning process What we do with your documents
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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.
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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.
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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.
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Compatibility
We have extensive experience working with organisations who have developed corporate HR document management strategies. Our HR scanning solutions are developed with that in mind – we can integrate the scanned data into any third-party HR management system, such as Octopus, Cascade, CIPHR and Microsoft SharePoint etc. to ensure continuous and efficient electronic employee management.
Confidentiality
Our HR document processing facility has been custom built around security and confidentiality of data, accredited to ISO 27001, ISO 9001, Cyber Security Essentials and PCI certification. Our scanning bureau is equipped with the state of the art 24/7 CCTV security and Red-Care systems. The site is also monitored by professional security personnel and all our staff members have been vetted through a rigorous screening process.
OCR Processing
OCR (Optical Character Recognition) enables HR documents to be presented in a searchable format, such as PDF searchable. This helps the users to locate documents within an employee file by using keywords and content search which in result reduces significant document retrieval time and improves overall efficiency of your HR department.
Document Shredding
Once the scanning process is completed and data has been delivered, the original HR documents can be shredded in accordance with the BSI standards. Documents are only shredded upon client’s approval and after an agreed period of time. However, if the shredding is not required, we can either return or store your HR files for a longer period of time.
Our complimentary software provides effective document management, storage and retrieval.
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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.
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.