Many organisations have large volumes of HR files to be scanned but do not have the in house resource to do the scanning themselves.
There is, however, a simple solution to this problem and that is to use a document scanning bureau to do the work for you. A document scanning bureau employs a team of scanning operatives who have been specially trained in the handling of confidential paperwork so there is no need to be concerned about security issues. The HR files will first of all be prepared for scanning by removing paperclips and staples which may damage the scanning equipment.
The records will then be scanned either in date order as the pages have been added to the files or in sections. The sections, for example, could be application form, correspondence, training, sickness and pension documents – all you have to do is instruct the scanning bureau as to how you would like the files to be scanned.
Index references will be applied to the HR records so they can be easily retrieved and these could be the employee’s name, date of birth and National Insurance number. When the scanning has been completed the images will be quality checked before releasing the data to the client. It is usually delivered on DVD’s or uploaded directly to a client’s own server. For additional security the data can also be encrypted.
Post scanning the HR files can either be returned to the client or confidentially shredded after an agreed period of time.
For further information on scanning services for HR files please click here or call The IPC Group on 08081 45 46 47.