HR Document Scanning and Indexing

Yes, and it is a common request. Many employers keep medical and disability documentation, I-9 forms, and general personnel material in separate files for good legal reasons, and the digital set can preserve that separation. We index each category distinctly so the segregation carries over rather than collapsing into one folder per employee.

Tell us the split you want at the start and it becomes part of the prep instructions our team works from. Because we handle medical records for healthcare clients under HIPAA, the discipline around sensitive subsets of a file is already built into how we operate. Send one employee file as a sample and check the structure before we run the rest.

Usually that is the best place to start. Terminated files still have to be retained for years, nobody pulls them day to day, and they are quietly consuming the cabinets your active records need. Converting them first frees physical space immediately and gives your team a low-risk look at the output before active files move.

It also puts a retention clock on something instead of nothing. Once a former employee's records pass their required holding period, the digital file can be deleted and any paper we are storing destroyed under a Certificate of Destruction. Boxes you are not ready to scan can sit in offsite storage priced per box in the meantime.

No, and that is deliberate. We are the only document scanning and imaging service in the area that does not require installing additional software to view your files. Records come back as open standard PDF and TIF, which every computer in your building already opens, and index data arrives as an Excel or comma-delimited file.

The practical difference shows up years later. There is no annual license to renew, no IT ticket when a laptop gets replaced, and no vendor holding your personnel history hostage if you decide to work with someone else. If your HRIS supports bulk import, the index file is built to feed it.