Document Management for Human Resources

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Services for Human Resources

Nearly every organization is looking to streamline their document management systems to eliminate the costs of time and resources involved with shuffling papers throughout the office. From mandatory paperwork required by state and federal regulations to performance reviews and medical information, your personnel files can take up space in your filing cabinets and time when retrieving them. Record Nations has specific document management services for human resources departments that span the lifecycle of a document. Our services include specialized professional scanning, storage, and destruction.

Most states require keeping employee records after an employee leaves, which can be difficult to manage efficiently. Eliminate time spent on gathering, processing, tracking, and handling your HR files. Record Nations connects you to secure document conversion and electronic document management companies that can handle any size Human Resources department.

All of your files will be stored in a centralized, easy-to-use repository that anyone in the department with permissions can access quickly and easily. Document scanning and DMS systems offer a seamless integration that allow human resources personnel and employees to scan, file, and store documents digitally.

Document Management Services for Human Resources

Document Scanning

Document Scanning and conversion is often the first consideration for offices. Document scanning allows you to transfer paper documents to digital, index them so you can access and retrieve them easily, and convert them to editable digital files for updates as needed. Reduce the time it takes to process claims, get instant access to status and location of all candidates and employee records in your system, and minimize recruiting and hiring costs with human resources document scanning. Day-forward human resource records scanning of new-hire documents can also alleviate the hiring process.


How long does it take you to pass just one performance review or potential employee through your system?  Our document management experts can help automate your processes so expense reports, vacation requests, hiring, interview requests, and performance reviews are routed to the right person in the process instantly with one click rather than countless phone calls and emails. Simplifying your workflow will free up hours of time to let you focus on other important tasks.

Cloud Storage

Human Resources documents are heavily populated with personally identifiable information. From I-9s to medical records, social security numbers to tax information, HR departments are often a target for identity thieves. Digital document management can help you manage your security concerns better.

From version control to security clearance levels, all your data and converted files can be encrypted and protected from hackers or restricted employees. Go paperless with the active documents that you use now, and use an offsite records storage facility to eliminate the chance of any personnel records falling into the wrong hands.

Benefits to Document Scanning for Human Resources

Efficient Information Retrieval: Converting paper documents to digital format enables HR professionals to quickly search and retrieve information. This streamlines tasks like employee record access, reducing the time spent searching through physical files.

Enhanced Document Security: Digital documents can be encrypted and protected with access controls, ensuring sensitive HR data remains confidential and secure.

Cost Savings: Eliminating the need for physical storage space and reducing paper usage can result in significant cost savings over time.

Improved Compliance: Digital documents make it easier to maintain compliance with HR regulations and data retention requirements, as they can be more easily tracked and managed.

Disaster Recovery: Digital documents are less vulnerable to physical damage or loss, making it easier to implement disaster recovery plans and ensure business continuity.

Frequently Asked Questions (FAQ)

What is OCR?

Optical Character Recognition (OCR) gives you the ability to search and index every aspect of your files with a quick keyword search, eliminating mistakes and improving productivity. Utilize OCR and data extraction to ensure your records have accurate information and can be modified or edited quickly and easily.

What is HIPAA?

HIPAA was implemented to safeguard the permissible usage and disclosure of patients' health information. It oversees the confidentiality of Protected Health Information (PHI) as well as the secure obliteration of both physical and digital records. Any violations of these regulations may result in penalties, potentially as high as $1.5 million.

Are EHRs and EMRs through Record Nations HIPAA and HITECH Compliant?

Yes, all of Record Nations' EHR and EMR partners offer services that are fully in line with HIPAA and HITECH regulations.

How long does scanning take?

Our providers are often able to convert thousands of documents in just a few hours or a day.

See What Our Customers Are Saying

St. Petersburg, FL
"Called instantly after I submitted the request. Provided the information I needed and had 2 companies call me back. I appreciate the assistance of Record Nations and professionalism of Martin."
Austin, TX
"Sharlene was fast and very thorough in her quest for details! She clearly knew what services were available and most importantly, understood what services I required! Quite unusual these days!"

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