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HR Files Scanning

Our HR employee file scanning services involve the digitisation of personnel records and documents. These services also aid GDPR compliance and can help streamline workloads, save time, and increase cost-effectiveness for your business.

document scanning boxes, folders, documents.

Benefits of Digitising Your Employee Files: Streamline HR processes, improve accessibility, and enhance data security with our reliable employee files scanning solutions.

In today’s dynamic business landscape, effective HR document management is essential. However, the traditional approach of maintaining paper HR files poses significant challenges and risks.

  1. Efficiency: Digitised HR files are easily accessible and searchable, reducing the time and effort required to retrieve and manage documents.
  2. Cost Savings: Eliminate the costs associated with physical storage, paper, and manual labour.
  3. Security: Enhanced data security with encryption, access controls, and secure backups, protecting sensitive HR information.
  4. Compliance: Ensure GDPR and data protection compliance with structured digital records and audit trails.
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Our HR Files Scanning Process

Our process involves the following steps:

  1. Collection: Our team of experts collects your HR files from your premises, ensuring that all documents are safely and securely transported to our scanning facility.
  2. Preparation: Once your HR files arrive at our scanning facility, our team prepares them for scanning. This includes removing any staples or bindings, and ensuring that all documents are organised and free from any contaminants.
  3. Scanning and Quality Control: We use advanced scanning equipment and software to convert your HR files into digital formats, and we perform quality checks to ensure that all documents are captured accurately and to the highest quality standards.
  4. Indexing: We index your scanned HR files, making them easily searchable and retrievable. This includes Employee Name, Date of Birth, Unique Reference Number and Document Category, etc.
  5. OCR: We utilise Optical Character Recognition (OCR) technology to enable full-text searching, allowing you to find any information quickly and easily.
  6. Secure Storage: Once your HR files have been scanned and indexed, we store them in our secure storage facility, ensuring that they are fully protected and compliant with all relevant regulations.
  7. Delivery: We can deliver your scanned HR files to you in a variety of formats, including PDF, TIFF, or JPEG, making it easy for you to access and share your information.
  8. Confidential Shredding: We offer a confidential shredding service for your physical HR documents that are no longer needed, ensuring that your sensitive information is destroyed securely and confidentially.
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GDPR Compliant

Recognising the significance of GDPR compliance in handling sensitive HR data, our HR file scanning services are meticulously designed to fully adhere to GDPR regulations. Rest assured, your employee records are processed and stored in strict accordance with all relevant data protection regulations.

Fully Vetted Staff

Our services are conducted by our extensively vetted staff, subject to stringent background checks for information security and confidentiality. With us, you can have confidence that your employee records are managed by a professional team of highly trained and experienced scanners.

Securely digitise and manage employee files with our scanning service. Improve accessibility, enhance security, and streamline HR processes. Free Consultation!

We are dedicated to providing the best HR file scanning service for your business. As part of this commitment, we offer a complimentary consultation to understand how your organisation operates and determine the best approach for your HR document management needs. During this no-obligation session, we provide digital samples of HR records and electronically scanned employee and personnel files to give you a taste of the document management service we can offer. This way, you can make an informed decision about which service is best suited to your business requirements. Contact us today to schedule your complimentary consultation and take the first step towards efficient and effective HR document management.

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HR Files Indexing and Organisation

File Level Indexing refers to the process of scanning and digitising all the documents contained within a specific employee’s folder, and consolidating them into a single digital PDF file. This approach simplifies document management by creating a comprehensive electronic version of the entire folder, making it easier to store, search, and access the collection of documents as a whole.

Document level Indexing involves the scanning of individual documents within a folder or a collection. Each document is scanned separately and saved as its own digital PDF file. This approach provides greater granularity and flexibility in document management, allowing for easy access, sharing, and organisation of specific documents without the need to handle the entire folder. It enables precise control over individual documents within a larger collection.

HR file indexing options
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Our HR scanning solutions are designed with integration in mind, allowing us to seamlessly integrate scanned data with third-party HR systems like Octopus, Cascade, CIPHR, and Microsoft SharePoint, ensuring a streamlined and efficient electronic employee management system.


Our secure shredding services follow BS15713 standards, ensuring confidential disposal of your paper documents. You also have the option to return your originals or store them physically with us after scanning.

Any HR document

Our HR scanning services cover a range of items, including payroll and employee contracts, sickness and return to work notes, change of address paperwork, driving licenses, identification documents, performance reviews, and more.

We come to you

 After an initial consultation and your approval of the project, our logistics team will collect your documents from anywhere in the UK and transport them securely to our document scanning centre to begin the digitisation process.

data delivery

We deliver

Once we have scanned your HR documents, we will meticulously index and organise them before delivering them to you via a secure download link, hard-drive or our document management system.

Our complimentary software provides effective document management, storage and retrieval.
Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen