How can we get our HR files scanned into PDF format?
Scanning HR files into PDF format is a service which is provided by a document scanning bureau.
Dependent on volume, you can send your HR records to your supplier on a weekly, monthly or biannual basis. They will be handled by an experienced team of scanning operatives who are used to working with highly confidential material. First of all the files will be prepared for scanning by removing staples and paper clips as well as post it notes which obscure any text on the pages. The post it notes will be scanned separately immediately following the page they relate to.
HR files can either be scanned front to back in date order (the most recent documents will be at the front of the file) or in sections according to the document types. This can include an application form, sickness notes, training documentation etc.
The files can be referenced for easy retrieval by, for example, name, date of birth, N.I. number as specified by the client. The scanning software will automatically output the scanned images in PDF format and thy can be viewed using Adobe Acrobat.
After a rigorous quality assessment has been carried out the electronic files can be either mastered to DVD’s or Memory Sticks or transferred via a secure web link to a server on client site.
In most cases the HR files will not be returned to the client and after an agreed period of time, they can be confidentially destroyed.