Employee and Personnel File Scanning for Human Resources (HR)

HR Employee and Personnel File Backfile Scanning

Having Image One scan your HR documents stored in filing cabinets, bankers boxes, basements, and offsite storage locations. Electronic employee files are digital versions of paper-based documents that contain information about employees, such as personal data, employment history, performance reviews, benefits, payroll, and more. Scanning employee files can have many benefits for both employers and employees, such as:

• Saving resources. Electronic employee files can reduce the need for physical storage space, paper, ink, and other materials that are used to create and maintain hardcopy records. This can also save money and time for the organization and the environment.
• Improving security. Electronic employee files can be protected by encryption, passwords, firewalls, and other security measures that can prevent unauthorized access, loss, or damage of sensitive information. This can help comply with privacy laws and regulations, such as the Health Insurance Portability and Accountability Act (HIPAA) and the General Data Protection Regulation (GDPR), and avoid legal violations, such as identity theft.
• Enhancing employee experience. Electronic employee files can allow employees to access and update their own information easily and conveniently through online portals or mobile devices. This can increase employee engagement, satisfaction, and empowerment.
• Increasing efficiency. Electronic employee files can enable faster and easier retrieval, sharing, and updating of information among different departments, locations, and systems. This can streamline workflows, improve collaboration, and reduce errors.
• Ensuring accuracy. Electronic employee files can be formatted, indexed, and searched in a consistent and standardized way that can ensure the quality and completeness of the data. This can also facilitate audits, inspections, and reporting.

Other Benefits include:

• Instant search and retrieval of both active and inactive employee files
• I-9s are separated from other employee files to comply with federal requirements
• Sensitive employee information is secure from unauthorized access, especially in the cloud (e.g. I-9s, salaries, medical)
• Reduces regulatory and legal risks of lost documents during audits and lawsuits
• Reclaims space from wherever these files are stored
• Prevents capital expenditures in document scanning software and hardware
• Eliminates all labor costs associated with filing and retrieval