HR File Scanning


All companies that employ staff must retain HR records for their staff members. These files have traditionally and typically been paper wallet files that are filed by the surname and first name off the staff member, perhaps with a date of birth and/or employee number.

Each file is typically divided into a number of sections, normally about 6, and typically consisting of:
:: Contract
:: Benefits
:: Disciplinary
:: Sickness and Absence
:: HMRC
:: Performance Reviews

Archive leaver files would tyically be scanned to a single PDF file per employeee file and the PDF file made OCR text searchable. Hopefully the file will not be needed again in the future, so scanning it in a very basic form and keeping scanning costs to a minimum makes sense.

Current employee files on the other hand need a little for thought about how they are scanned and indexed and how they are going to be managed going forward. The current employee files are usually divided into the sections detailed above, for example:
:: Smith, David, 1039\Contract.pdf
:: Smith, David, 1039\Benefits.pdf
:: Smith, David, 1039\Disciplinary.pdf
:: Smith, David, 1039\Sickness and Absence.pdf
:: Smith, David, 1039\HMRC.pdf
:: Smith, David, 1039\Performance Reviews.pdf

We use barcode header sheets to index both the employee details and the sections, our systems will process the barcodes and separate the scanned HR files. Using the index data that clients can provide us for the employees, we can run a 100% File present verification process which matches scanned files against the index data, creating a discrepancy list of files that are missing or files that we have that are not in the index data.

The files can be simply provided back in a folder structure which can be used going forward, or can be created in a format that can be imported into a HR Management System or a Document Management System such as Virtual Cabinet. Virtual Cabinet is an ideal Document Management system for scanned HR files, enabling new digital documents, emails, scanned files to be easily attached and Workflow processes introduced.

We can offer to scan HR files offsite at our office and often onsite at your office click here for more details on onsite scanning. Scanning current HR files means that the files are in constant use, so onsite may be preferred.

Scan File Formats

We can create hundreds of different file formats for scanned images. However the most typical are PDF and TIFF. JPEG is a popular format but is only a single page format so it does not lend itself that well to document scanning, JPEG is also a colour format whereas most bulk document scanning projects will be monochrome. PDF is now a recognised standard, the following formats are becoming the norm for document scanning projects and document archiving projects:

PDF/A-1b Compact ISO19005-1 Level B

PDF/A-1b Raster ISO 19005-1 Level B

Confidentiality of Personal Information

As with all information that we receive, information is confidential. We are registered with the information commissioner for data protection, our registration number is Z2002164. All our staff have signed confidentiality agreements, and we have an additional confidentiality agreement that we would sign with clients which deals with Data Protection.

We also have the facilities to scan documents on your site (onsite scanning), in addition to the advantage of increased security, this also has the benefit that the notes remain accessible to you.

When we transfer data to you, we use AES 256 encryption technology to secure the CDs or DVDs. If we are scanning onsite we can also remove any hard disks or backup devices and hand them over to you, hence no data need leave site.

How it works

We will remove any staples and clips from the files and generally prepare them for scanning. The files are then scanned. The indexing is then taken from the scanned POD record, usually POD number or Job Number. The scanned files and index are then formatted to the exact specification required. The scanned medical data is then encrypted to AES256 Standards and burnt to CD, DVD or transmitted using secure internet systems. The Original boxes of documents can either be returned to you, securely shredded or put into secure storage.


Further Information

::Onsite Scanning Services

::Scanning Prices

::Medical Records Scanning

::OCR and Searchable PDF

::Invoice Scanning

::FileStore Software

::Document Management

::Download Brochure

::Scanning Services

Typical Medical Scanning Applications

::Patient Record Scanning

::Medical Record Scanning

::Contractual Information

::Accounts Data

::General Correspondence


Advantages

::Confidential

::Data Protection Registered

::On-site Scanning

::Off-site Scanning

::Fast Turnaround

::High Volume Bulk Scanning

::Small Volume Scanning

::High Quality & Accurate

::Colour Document Scanning

::OCR Searchable Files

::Indexing of Scanned Data

::Confidential Shredding

::Support and Training

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