Document Management for Human Resources

Get a Free Quote in Minutes!

Fill out our form below and we'll contact you with a free quote within 30 minutes during normal business hours or by the following business day if it's after hours.


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.

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.

HR Document Management FAQs

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.

How secure are your document management services?

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.

How long does scanning take?

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.

What HR documents should I scan?

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.

How much does it cost to scan HR documents?

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.

Can your DMS systems integrate seamlessly with existing HR systems?

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.

How do I ensure the security of my stored digital HR documents?

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

How much does off-site storage for my HR documents cost?

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.

How do I need to prepare my HR documents for scanning?

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.

How should I prepare my HR documents for off-site storage?

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.

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!"

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.