Human Resources Scanning

Benefits of Scanning HR Documents

1. Instant Document Retrieval:
- Traditional paper filing systems can be tedious and difficult to work with. Finding a document can take from 30 minutes to countless hours if misplaced, or not found at all.
- Document scanning makes it easier for your staff to work with personnel files.
2. Audits and Other Compliance:
- Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.
3. Saves Your Company Time and Money:
- Scanning human resource files will save you and your staff from spending countless hours manually searching through and organizing paper documents and free up time for more important tasks.
- According to PricewaterhouseCoopers, finding a lost document will cost a company $122 on average. It is also estimated that 7.5% of all company documents are lost completely. The study also indicates that an average office employee will spend some 400 hours every year searching for documents.
- See The Cost of Documents

4. Allows Team to Easily Share:
- Document scanning makes it easy to share documents and collaborate on personnel files without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.
5. User Security and Permissions:
- Employee packages are segmented by sections with view permissions by user account.
6. Secure Document Storage:
- Your paper HR files may be susceptible to deterioration or damage from unfavorable climate conditions or unexpected disasters.
- Digital personnel files are securely encrypted and backed-up to prevent your information from being permanently lost or accessed by an unauthorized third parties.
- Scanning Assistant offers enhanced disaster recovery options to minimize impact.
7. Reduces Storage Space:
- Office space costs money.
- Less paper clutter.
- Save money on office supplies for folders, separators, stickers, etc

HR files can be scanned into sections which are customized by customer.
Sections are part of an employee package that are required or conveniently keep together.
Examples of sections include:

Each section can be customized with user permissions for scanning or viewing access.

For example:

Mary can view application, resumes & references, employee contracts, retirement and pension files.
But can not views I-9 & W-4 Forms, Medical/Insurance Records.
John can view I-9 & W-4 forms, medical/insurance records only.
Diana can view all sections including master file which combines all sections.

Watch Demo

Scan documents can be viewed via secured online portal.
Easily search employees by name, employee # and any other search criteria.
View, download or easily share scanned sections or entire employee packages.
User permissions are applied to confirm who can view a section or an employee package.
Scanned files are converted to pdf file that can be viewed via secured portal application via any major browser.
Employee files are customized with an introduction page with basic information about employee and package contents.
Separator pages of each section.

Watch Demo

For each employee file scanned, users can view detail for each package and each section.
View details for items scanned into each employee file.
View required items in a section that have not been scanned.
Scanned files are converted to pdf file into sections that can be individually viewed via secured portal application via any major browser.
Header pages (color coded) for each section are automatically created with basic employee information.

Watch Demo