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Document Scanning Services for Human Resource Files

Document Scanning Services for Human Resource Files

Employees are a company’s greatest asset and that’s why protecting and managing their records is vital to their long-term success. Tasks such as hiring, conducting performance reviews and providing safety awareness are just some key responsibilities of employers and/or their Human Resources departments.

Documenting all this information can be a paper-intensive process, thus making it difficult for employers and HR staff to organize, store and access this information when required. Keeping employee records centralized, searchable and readily available should be every company’s goal. Shifting your process from paper to electronic records makes your HR process quick, simple and efficient.

All Ontario employers are required to store records for each person they hire and these records must be retained for a certain period of time. These employers must also have this information immediately accessible upon request for inspection. Undergoing a digital transformation project to scan paper human resource records can assist your organization in complying with all legal retention requirements, as well as providing further advantages:

diamond-colorAccess your documents with ease

Utilizing Octacom’s document scanning solutions, resumes, applications, tax matters, legal documents and other types of employee records can be easily digitized. Leveraging data capture services can create searchable records increasing accessibility across your human resources department.

Reduce your risk

It is vital that you are proactive in your approach and commitment to maintain this sensitive information against unforeseen harm (flooding, fire, theft; just to name a few examples). Electronic files are stored on secure servers, preserving the image and the quality of data within.

Reduce costs

In-house manual processes are costly, often requiring the hiring of more staff, even or wasting current staff’s valuable time searching for documents; when their efforts can be put towards other important areas of human resource management.

Maximize your real estate

Utilize your office space to the fullest! Reduce the clutter on your desks, and the copious amounts of paper stuffed in your filing cabinets and stored in your warehouse.

Octacom is a SOC 2, Type II Audited enterprise software and services company focused on document and data automation solutions, including automated data capture. Founded in 1976, Octacom specializes in accounts payable automation and automated invoice processing, among other digital / automated business process outsourcing services. 

If your organization is looking to learn more about our solutions and services, please contact us and we would be glad to help.


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