Document Management for Human Resources

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.

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.

All of our service providers comply with state and federal privacy regulations, including HIPAA and GLBA. For the utmost security, you can have your HR documents scanned onsite so you can watch the process.

Our providers are often able to convert thousands of documents in just a few hours or a day. However, it will depend on how many documents you have, the complexity, the service provider’s capacity, and other special requests.

We recommend scanning these documents and transitioning to a DMS to improve efficiency, accessibility, and compliance: employee personal documents, employment contracts and offer letters, resumes and job applications, performance reviews and appraisals, training certification records, benefits and compensation records, time and attendance records, employee handbook and policies, termination and exit documents, health and medical records, I-9 forms, and more! Our service providers are equipped to scan any type of document.

On average, it will cost 7-12 cents per page. However, the price will depend on how many documents you have, the complexity, and any other special requests. Your service provider will give you an accurate price quote when you contact us with the details of your project.

After contacting us with the details of your project, we will find a service provider in your area that will be able to fit all your needs and ensure your new system can integrate with your existing one.

Stored digital documents are safeguarded through encryption, user access controls, and regular security updates. Document management systems prioritize data protection to prevent unauthorized access.

Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.