HR / Employee Records Scanning Services

HR / Employee Records Scanning Services

Getting valued HR records and employee document scanning has never been easier.

HIPAA Compliance Logo

Benefits of scanning HR records and having digital employee files

  • 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
  1. Access for all necessary information from any location
  2. Stay in compliance about how long documentation should be kept
  3. 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

"
"
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 a free quote

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:

Call us at (833)272-8880

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
Stack of papers in an office

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
  1. Documents are reassembled for return to customer
  2. Or original documents are prepared for destruction
  3. Scanned images are processed into final format deliverable (including file naming and folder
    structuring)
  4. 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

Barcode all boxes
and documents

Inventory and secure
seal documents at
customers sites

Secure transport
of documents to
HIPAA center

Inventory & confirm sealed boxes at
HIPAA center

STAGE 2

Secured and
surveilled storage

STAGE 3

Prepare documents in
secure environment

STAGE 4

Scan documents, data
encrypted at rest

STAGE 5

Document indexing and
data normalization

STAGE 6

Document
quality review

STAGE 7

Image processing
and OCR

Image and data migration,
encrypted at all times

STAGE 8

Document
re-assembly

Secure transport of
documents, return to
customer

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 7 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

AICPA SOC certification logo

SOC

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.

Get a free consultation

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

Risks of paper-based hr document

With special guests

Randi Quinn

Director of Human Resources Columbus Metropolitan Library

John Herb

Vice President HR
ARC

Document Scanning Service Types

We offer several types of document scanning services:

1. Scan by the box services - you box it, we scan it

We simplify document scanning. You box it and we do the scanning. Only $219 per box (CAD $275/box). With 140 scanning centers to serve you, we will digitize your documents in no time.

2. Business document scanning services

By scanning all your business documents, you will gain complete access to your paper information in an organized easy to find digital format, while enabling quick search capabilities. We will assist you with document retention, eliminating all paper files, and go-forward scanning plans. Your team will realize tremendous productivity gains by collaborating faster and more efficiently.

3. Large format scanning services

Convert all your oversized documents to digital content for easier access and better collaboration. Any business and industry can benefit from digitally converting their large format documents. This digital conversion will improve your teams’ productivity and will speed up transitioning to a paperless office.

4. Medical and HIPAA compliant scanning services

Improve patient record management and security level thanks to electronic medical records or EMR. By scanning and digitizing all your paper documents including medical records, facilities documentation as well as billing and accounts receivable paperworks will make your healthcare organization more efficient and secure. We meet HIPAA requirements and can handle PHI/PII records.

5. Blueprint & maps scanning services

Scan and digitize large format documents such as maps, drawings, and blueprints to gain major benefits such as improved accessibility and enhanced security. You are always looking or working from the latest set easily shareable. And storing is no longer an issue, and you can save valuable physical space.

Other optional services and add-ons

  1. 1. Indexing
  2. 3. Shredding
  3. 5. Upload to client's own portal
  4. 2. Searchable OCR
  5. 4. Data on DVD or hard drive
  6. 6. Custom batch uploads

Frequently Asked Questions

HR records scanning helps businesses in streamlining document management, enhancing data security, enabling easy retrieval, and sharing of data.

At ARC , we prioritize data security and use industry specific encryption protocol to ensure the confidentiality of sensitive HR records.

Our HR record scanning service can convert all types of documents including performance reviews, employee files, payroll documents, training records, paperwork and so on.

HR records contain some extremely sensitive information that must be safeguarded. At ARC, we scan and digitize your sensitive HR records in one of our HIPAA compliant scanning centers to ensure that your records are processed and remain protected following the strictest security protocols.

Yes, as per HIPAA protocol, once the HR records are securely scanned and digitized, the hardcopies should be destroyed or shredded in a proper way so that the data become unreadable and irretrievable. Secure destruction of documents is highly important to prevent unauthorized access to sensitive information in order to stay HIPAA compliant.

We, at ARC, always aim to offer fast services to our customers. The duration of the scanning process depends on the complexity and volume of HR records. We strive to complete as fast as possible, ensuring highest accuracy and precise clarity.

Once your HR records are digitized, you can easily access your documents from anywhere via a secure online document management system.

We utilize advanced OCR technology that converts HR records into digitized format, making it easier to find specific data within seconds.

After the scanning process is done, we assemble the files and send them back to our clients. We offer shredding service as well at our customers’ request.

ARC Document Solutions has its printing centers in more than 140+ locations in North America, allowing us to provide doorstep delivery service irrespective of location.

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