Benefits of scanning HR records and having digital employee files

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  • Everything in one place
  • Find what you need fast
  • Know exactly where to go to get the info
  • Maintain security
  • Stay in compliance

Optimize your HR records system by securely
digitizing your employees' records.

Your HR teams will gain tremendous efficiency thanks to digitalized employee records.
Here are some of the main benefits to having employees' records digitized:

  1. Improve overall security and protection of confidential information
  2. Save time finding the information fast
  3. Improve process and standardization
  4. Protection against floods, fires, other natural disasters
  5. Access for all necessary information from any location
  6. Stay in compliance about how long documentation should be kept
  7. Space saving, especially the large files of long-time employees
There are a lot of specific laws about how long you keep paper files in HR. Scanning helps us keep in compliance with these laws.

John Herb

Vice President of Human Resources
It's a lot of paperwork especially for long-term employees - scanning allows us to easily reference what we need when we need it.

Laurie Williams

Senior Human Resources Director
Going paperless was great! We had 6-8 file cabinets full of employee files in some locations. It was time consuming to find what you were looking for.

Susan Strosaker

Regional Human Resources Director

As the largest HIPAA-compliant scanning service provider in the US, ARC will handle your sensitive information in one of our HIPAA compliant facilities, so your records are protected and processed following the strictest requirements. Our scanning experts will transform your sensitive information in digital records so you can improve HR document management.

Paper documents age terribly, on the other hand digital documents don’t have that problem. Collaboration is easy and fast as team members have access to the information based on their authorization levels. For example, HIPAA compliancy rules limit who can access specific information, digitization ensures the confidential information is kept separate.

For compliance issues, certain documents can only be kept for a set amount of time. Scanning helps us keep in compliance by setting reminders for the team to dispose of the files no longer
needed.

Overall security and protection of confidential information is also maintained. In addition, the records are protected against floods, fires, other natural disasters. Digitization makes all this so much simpler.

Get Free Quote on HR Record Scanning

Scanning has never been easier, get in touch and we will be happy to assess your document scanning project.
It's easy to get a free quote:

Fill out a form Call us at (833)272-8880 Use our live chat now

Types of documents that can be scanned

  • Employee contracts
  • Social security cards & drivers licenses
  • Passports & Birth certificate
  • Medical/Insurance records
  • I-9 & W-4 forms
  • Background checks & drug tests
  • Retirement & Pension files
  • Resumes & References

Find out how much paper you really have around the office.

It’s easy and quick with our quick paper volume estimator.
Quickly calculate paper volume

How does HR / employee records scanning work?

Here are the steps of our general process for document scanning:

  1. HR records are barcoded for inventory control and securely transported to one of our HIPAA
    compliant facilities
  2. Records are prepared for scanning
  3. Personnel documents are scanned (images captured to digital format)
  4. Scanned images are quality checked for clarity & completeness
  5. Documents are reassembled for return to customer
  6. Or original documents are prepared for destruction
  7. Scanned images are processed into final format deliverable (including file naming and folder
    structuring)
  8. Deliverable images are delivered to customer (via SkySite, SFTP, Thumb Drive, or CD/DVD)

Document Scanning Process

Your documents and information are safe with us. Our team of document conversion experts keeps a highly secure chain of custody as seen in the workflow below meeting the most stringent requirements. Our facilities and processes are HIPAA compliant.

STAGE 1
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Barcode all boxes
and documents

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Inventory and secure
seal documents at
customers sites

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Secure transport
of documents to
HIPAA center

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Inventory & confirm sealed boxes at
HIPAA center

STAGE 2
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Secured and
surveilled storage

STAGE 3
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Prepare documents in
secure environment

STAGE 4
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Scan documents, data
encrypted at rest

STAGE 5
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Document indexing and
data normalization

STAGE 6
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Document
quality review

STAGE 7
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Image processing
and OCR

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Image and data migration,
encrypted at all times

STAGE 8
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Document
re-assembly

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Secure transport of
documents, return to
customer

OR
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Document destruction
at HIPAA center

Trust us with your sensitive information. Easy to say but we can prove we are up to the task…

We have 6 document scanning super centers certified for security, availability, processing integrity, confidentiality, and privacy thanks to our System and Organization Controls (SOC) certifications.

  • SOC/2 for our methodology, and
  • SOC/3 for the way our systems work to keep documents safe.

In conclusion, your data will be safe and secure with us. We can handle your most sensitive documents

Send me the SOC report

Stay protected with a HIPAA compliant solution

Avoid Risk

U.S. Department of Health and Human Services (HHS) penalties can be enforced against entities found to be non-compliant resulting in hefty fines, potential legal action and poor publicity for your organization.

Safe And Secure

Having access to documents that contain PHI and PII means your organization must follow strict procedures to protect that information. Leverage ARC's HIPAA compliant service centers and cloud platform to meet these requirements.

Protect Your PHI

Maintaining data privacy is a HIPAA requirement. Secure your documents that contain PHI and PII with the appropriate administrative, physical and technical safeguards that ensure confidentiality, maintain the integrity of your sensitive data, and prevent loss or breach.

Learn more about HIPAA
North American Coverage

With 140 scanning centers in the US and Canada, we are where you are.

Fast Turnaround

Thanks to our extensive document scanning team, we can meet your most urgent request

Capabilities

Our document scanning services can accommodate scanning projects of any volumes or complexity levels. We can scan almost any type of documents