Managing sensitive HR records requires absolute privacy
and seamless accessibility across your entire organisation.
Our HR document scanning services convert personal files,
contracts, and payroll documents into secure digital records,
giving your team rapid, controlled access to critical
workforce information without risking security breaches
or physical misplacement.
As a trusted provider of outsourced HR record scanning,
Plan2Scan safeguards your employee archives using
advanced encryption, strict access controls, and
structured digital indexing. Our certified personnel file
digitisation processes help HR departments meet
demanding audit requirements, reduce physical
storage footprints, and ensure ongoing adherence to GDPR
and data protection regulations.
Managing sensitive HR records requires absolute privacy and seamless accessibility across your entire organisation. Our HR document scanning services convert personal files, contracts, and payroll documents into secure digital records, giving your team rapid, controlled access to critical workforce information without risking security breaches or physical misplacement.
As a trusted provider of outsourced HR record scanning, Plan2Scan safeguards your employee archives using advanced encryption, strict access controls, and structured digital indexing. Our certified personnel file digitisation processes help HR departments meet demanding audit requirements, reduce physical storage footprints, and ensure ongoing adherence to GDPR and data protection regulations.
HR departments should scan their files to enhance efficiency, security, and compliance. Digital records make it easier to manage and retrieve employee information, streamlining tasks like onboarding, performance reviews, and benefits management. Scanning also reduces the physical space needed for document storage and lowers the risk of misplacing or losing important files. Additionally, digital HR files can be encrypted and stored securely, protecting sensitive employee data from unauthorized access or breaches. By going digital, HR departments can ensure better compliance with data protection laws, improve accessibility, and maintain organized, easily searchable records.
1. Enhanced Accessibility and Efficiency
Gone are the days of sifting through filing cabinets and stacks of paperwork. Our HR file scanning service digitises your employee records, making them easily searchable and accessible from any device with internet access. This streamlined approach reduces the time spent searching for documents and speeds up HR processes, allowing your team to focus on strategic tasks.
2. Space and Cost Savings
Physical storage of HR files can take up significant office space and incur ongoing costs. By digitising your records, you can free up valuable office space and reduce the costs associated with physical storage. Our service includes organising and indexing your files, making it easy to manage and retrieve information without the need for bulky filing cabinets.
3. Improved Data Security and Compliance
Protecting sensitive employee information is critical. Our HR file scanning process ensures that your files are stored securely and are compliant with data protection regulations. We use industry-standard encryption and secure storage solutions to safeguard your data. Additionally, digitised records reduce the risk of loss or damage, ensuring that your important documents are always protected.
4. Efficient Record Management
Our HR file scanning service provides comprehensive solutions for managing various types of HR documents, including:
We ensure that all documents are scanned with high-quality resolution and accurately indexed for easy retrieval.
1. Collection and Preparation: We handle the collection of your HR files from your premises, carefully preparing them for scanning by removing staples, paper clips, and other obstructions. Our preparation adheres to the highest standards of the ISO 9001 certification.
2. High-Quality Scanning: Using state-of-the-art scanners, we digitise your files with high resolution to capture every detail. Our team ensures that each document is scanned accurately and organised according to your specifications.
3. Indexing and Quality Control: Once scanned, we index your documents to ensure they are easily searchable. Our quality control process includes reviewing scanned files for accuracy and completeness.
4. Secure Storage and Delivery: Your digitised files are securely stored in our encrypted systems. We can provide you with access through a secure online portal or deliver the files via secure cloud storage, external drives, or other preferred methods.
5. Destruction of Physical Copies: If requested, we can securely shred and dispose of your physical documents in compliance with data protection regulations, ensuring that your sensitive information is fully destroyed.
Do you need expert help in planning your next scanning project? Get in touch with our team for a free, no obligation quotation.
Get in touch todayYes. Plan2Scan provides a fully outsourced HR record scanning service, handling collection, preparation, scanning, indexing, and secure storage on your behalf. Our HR document scanning services mean your team doesn't need to manage personnel file digitisation internally, we take care of the entire project from start to finish while keeping you updated throughout.
We follow strict certified processes, using end-to-end advanced encryption, secure transfer protocols, and restricted access controls so your sensitive workforce records remain fully protected and audit-compliant at every stage.
Our personnel file digitisation service covers all types of HR paperwork, including personal employee files, employment contracts, payroll records, disciplinary files, identification documents, and historical paper archives.
During scanning, we apply Optical Character Recognition (OCR) and structured metadata indexing (such as employee name, ID number, or document type). This allows your team to search, locate, and retrieve any record instantly.
Yes. Our digital outputs can easily import into your existing HR software or electronic document management systems, including DocuWare, cloud storage platforms, or custom internal databases.
Once you verify and approve the digital files, we can either return the physical documents to you, store them in our secure storage facility, or provide certified, confidential shredding.
You can click the Free Quotation button at the top of the page. Pricing depends on factors like overall page volume, document condition, and indexing requirements, and we'll provide a tailored estimate for your project.
