CONFIDENTIAL HR & PERSONNEL FILE SCANNING
From Personnel Files to Organized Digital Records
USA IMAGING converts employee personnel files, payroll records, and archived HR documents into organized, searchable digital files. Our process includes document preparation, scanning, quality control, OCR, and custom file naming, with secure digital delivery and confidential handling of original records.
HUMAN RESOURCES & PERSONNEL FILE DIGITIZATION
What HR & Personnel Records Do We Scan?
USA IMAGING digitizes employee personnel files, payroll records, hiring documents, benefits paperwork, and confidential HR archives throughout San Diego County. From individual employee folders to large collections of archived records, we maintain your preferred file organization and naming structure.
Employee Personnel Files
Hiring records, applications, evaluations, disciplinary documents, and employee files.
Payroll & Benefits Records
Payroll documents, timesheets, benefits enrollment, and employment forms.
Archived HR Records
Active and former employee records stored in folders, filing cabinets, and archive boxes.
BENEFITS OF HR RECORDS DIGITIZATION
Better Access to Employee Records.
Digitizing personnel records helps HR departments reduce paperwork, locate employee information faster, and securely manage confidential documents while reducing physical storage requirements.
Confidential Record Handling
Employee records are handled through secure procedures, documented chain of custody, and controlled access.
Faster Record Retrieval
OCR-searchable PDFs and organized employee folders make personnel records easier to locate and retrieve.
Less Administrative Work
Reduce time spent searching, sorting, and filing paperwork so HR staff can focus on employee needs.
STRAIGHTFORWARD SCANNING PRICING
One Box. One Simple Price.
Try Our FREE Test Box!
See how easy it is to turn your paper records into organized, searchable digital files.
How It Works: 4 Simple Steps
Fill Your Box
Pack documents into a standard storage box.
We Pick Up
Free scheduled pickup of your test box.
We Scan
Document preparation, scanning, QC, and OCR.
Get Your Files
Receive organized, searchable PDFs.
CHAIN-OF-CUSTODY WORKFLOW
Our Secure Scanning Process
Every document entrusted to USA IMAGING is handled through a structured seven-step scanning process designed to maintain security, accountability, and quality. From secure document pickup and preparation to scanning, quality control, and digital delivery, we prioritize confidentiality, accuracy, and careful handling at every stage.
Strict Security Protocol All documents are processed in our video-monitored, access-controlled facility by trained scanning personnel following established security and confidentiality procedures.
Direct chain-of-custody transfer throughout San Diego County
Secure Document Pickup & Intake
Scheduled pickup or drop-off, secure transportation, document inventory, and organized intake procedures to maintain accountability throughout your project.
Document Preparation
Experienced technicians remove staples and clips, unfold pages, address minor paper issues, and organize documents into scanning batches.
High-Speed Production Scanning
Professional production scanners capture documents at resolutions up to 600 DPI in black and white, grayscale, or full color, based on project requirements.
Multi-Point Quality Control
✓ Quality ReviewedOur quality control process checks image clarity, page orientation, cropping, and completeness, with corrections or rescanning performed when necessary.
OCR & Document Indexing
OCR creates text-searchable PDFs, while customized file naming, folder organization, and indexing make digital records easier to search, locate, and retrieve.
Secure Digital Delivery
✓ Controlled AccessCompleted digital files are delivered through a secure, access-controlled download repository or USB storage device, according to client preferences and project requirements.
Document Return or Secure Shredding
✓ Client AuthorizedOriginal documents may be returned, temporarily stored by arrangement, or securely shredded through our service partner following client authorization.
Common Questions
Get answers to our most frequently asked HR scanning service questions.
How can human resources scanning improve the hiring process?
Human resources document scanning enables you to convert resumes, cover letters, job applications, and any other hiring documents into easy to share and store digital files, creating a seamless workflow for your HR department. Once digitized, sharing and collaborating with team members to view an applicant’s credentials becomes as easy as sending an email, making the hiring process simple and efficient.
Is your scanning service compatible with my existing HR software?
Yes. USA Imaging's Human Resources scanning service allows you to convert your existing paper records into PDF or TIFF files, making it easy to upload your data into your existing Human Resources Management System. PDF files are compatible with most HRM systems including Workday, SAP, BambooHR, and ADP.
Better Scans. Better Quality. Better Service.
San Diego Document Scanning Experts Since 1991
© 2023 by USA IMAGING, Inc.. All rights Reserved. Powered by: Top Run Marketing.
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