We offer bespoke and secure HR document scanning and management services to offices and HR departments across the UK. Our HR file scanning and storage is GDPR compliant and can streamline workloads, save time and help businesses be more cost effective.
These days, companies are under pressure to securely store and retain HR documents like employee details, payroll information and pension records. It’s a time consuming task that usually requires employees manually handling files in paper wallets, increasing the risk of human error. Our service alleviates this arduous job by working with businesses to create purpose-built HR file scanning and management systems.
By working directly with businesses of all sizes, our knowledgeable team can help automate workflows and digitise documents like contracts, sickness records, resumes, references and driving licences and index them electronically. Entire folders can be scanned and condensed into a single PDF file and indexing options can be added to make information easy to recall whenever it's needed.
The security of your sensitive information is at the forefront of the service we provide. Our HR document scanning bureau is fully ISO 27001 (Information Security) accredited and adheres to GDPR regulations and HR document management best practices. What’s more, with our bespoke document storage and management systems Pearl Cloud and Halogen, you’ll get full control over who can view your confidential information.
We’re committed to finding the right type of HR file scanning service for your business and offer a complementary consultancy option to get to know how your organisation works. This no obligation session offers digital samples of HR records and electronically scanned employee and personnel files to provide a flavour of the type of document management service we can provide.
Our scanning bureau welcomes any kind of HR document. Items we usually digitise include payroll and employee contracts, sickness and return to work notes, change of address paperwork, driving licenses, identification documents and performance reviews – but we can handle anything you have.
Our personalised service means that you can digitise your HR paperwork and documentation with zero fuss. After an initial consultation, a member of our team will collect your documents from anywhere in the UK within a 24 hour period and return them to us to start the scanning process.
Once we’ve scanned your documents, we’ll index them and deliver them to you via our secure online storage system Pearl Cloud or our bespoke data management software Halogen. If you like, we can also securely shred your HR documents in accordance with BSI standards.
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.
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.
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.
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 assist to integrate the scanned data with any third-party HR system, such as Octopus, Cascade, CIPHR and Microsoft SharePoint etc. to ensure continuous and efficient electronic employee management.
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 (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.
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.
