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HR Document Management

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.

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A fully secure service

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.

Free consultancy Service

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.

Any HR document

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.

We come to you

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.

We deliver

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.

HR File Scanning Options By getting to know how you work, we can mirror your existing filing method and bring it into the cloud. This can include...

  • Scanning all HR documents contained within an employee folder and streamlining it into a single PDF file.
  • Sorting scanned HR documents into various categories tailored to your business, such as ID documents, employee relations, contracts and more.)
  • Scanning individual HR documents and exporting them as specific PDF files.
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HR Files Indexation Options Once we’ve captured your data, we can index it in a way that suits your business for easy access/retrieval when you need it. This can include…

  • Indexing each PDF file by a single point of reference, such as ‘employee name’.
  • Indexing each PDF by a combination of two frequently searched keywords, such as ‘employee name’ and various document categories.
  • Fully indexing each PDF file by a variety of different keywords, such as document category, document title and date.
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

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Expert, Secure and Confidential Service CALL US ON 0161 832 7991 OR FILL IN A QUICK QUOTE FORM AS BELOW

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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 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.

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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.

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

UK and Worldwide Scanning Service Specifically designed for our global clients

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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.

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