For Human Resources

Human Resources Document Scanning

Turn paper personnel files into organized, searchable PDFs, and let each user see only the employee records they are allowed to see.

  • Per-user permissions
  • Month-to-month
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Encrypted data
Cloud backup
Why go digital

Why do paper HR files put compliance at risk?

Regulations control how employee data is stored, how long it is kept and, above all, who can access it.

Slow to find

Finding a paper file can take 30 minutes to hours, if it turns up at all.

Hard to audit

Digital files are indexed and produced quickly, even for the strictest auditor.

Easy to lose or expose

Paper can be damaged, misplaced or seen by the wrong person. Digital files are encrypted and backed up.

Which HR documents can you scan?

  • Resumes
  • Employment applications
  • Background checks and drug tests
  • Tax forms
  • I-9s
  • Medical and insurance records
  • Contracts
  • Benefits
  • Enrollment forms
  • Vacation requests
  • Retirement and pension files
  • Reviews
How it works

How do you scan an employee file?

Four steps at the touchscreen. No technical training needed.

  1. Place the documents

    Load the employee documents into the Fujitsu fi-7160 scanner.

  2. Press Scan

    Pages are scanned front and back with one touch.

  3. Enter basic information

    For a new file: employee #, name, position, hire date and the section being scanned.

  4. Find it in the portal

    Pages are saved automatically as a PDF in the secure online portal.

HR manager reviewing a digital employee file on a laptop
Features

Everything your HR team needs

Unlimited scanning

Scanner included: 70 pages per minute, double-sided, with optional color scanning.

Sections and permissions

Split each file into sections, so one user sees contracts and another only I-9 and W-4 forms.

Employee package

Combine all sections into one PDF with an introduction page and separator pages.

Missing items and alerts

See required documents not yet scanned, and get alerts for certifications and trainings.

Import electronic files

Add PDFs and images you already have to the scanned employee file.

Secure online portal

Search by name or employee #, then view, download or share from any browser.

See it in action

From paper to a searchable employee file

Scan with one touch

Enter the employee details and the section, then press Scan.

Organize by sections

Each section has its own scan and view permissions.

Find it in seconds

Search, view and share files in the secure online portal.

Frequently Asked Questions

Place the employee documents in the scanner and press Scan on the touchscreen. Pages are scanned front and back, you enter basic information such as employee number, name, position, hire date and section, and the pages are stored as a PDF you can retrieve from the secure online viewer.

Common HR documents include resumes, employment applications, background checks and drug tests, tax forms, I-9s, medical and insurance records, contracts, benefits and enrollment forms, vacation requests, retirement and pension files, and reviews.

Yes. Employee packages are divided into custom sections, and each section can have view permissions by user account. For example, one user can see resumes and contracts while another only sees I-9 and W-4 forms.

Scanned files can be viewed in the secure online portal from any major browser, where you can search employees by name, employee number or other criteria and view, download or share sections or entire employee packages.

Yes. You can import external electronic documents such as PDFs and images and combine them with scanned paper files.

Yes. Scanning Assistant includes reporting and alerts for date-sensitive documents such as certifications or required trainings.

Ready to go paperless?

Book a free demo and see how it would work with your documents.

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