Employee files hold personal data covering the period of employment and are required to be held for a long time and to comply with GDPR. As well as having secure storage and instant access to documents, our HR document scanning services enable our customers to achieve compliance seamlessly and cost effectively.

Document scanning services for HR departments Tailor based HR file scanning services to meet compliance

Employee personal data is held and processed by HR departments and includes current and former employees and those even applying for jobs. Our HR document scanning services are tailor based to ensure compliance, confidentiality and security.

The HR documents are often stored as paper records containing such things as contracts, application forms, absence forms, training records, medical records, trade union membership and many other documents. We work with both private and public sector organisations throughout the UK, enabling them to securely digitise their employee files in the most cost efficient way possible.

HR document scanning solutions our simple to advance hr files scanning options

When considering the scanning of your HR files, there are a number of solutions available, ranging from a simple scan to PDF file service where all documents contained in a file are scanned to a single PDF file and indexed by the Employee name, to more advance scanning options where documents are broken down into various document categories to match your HR filing system. The indexing is applied to individual documents to create a full map of each employee file. The advanced option provides a complete breakdown of each individual document which results in easy document retrieval and managing document retention policies.

OCR can also be applied to any scanning option to create text searchable PDF files, this enables easy searching of large files by using keywords.

Our typical HR files scanning features fully tailored to each client's need

Our HR document scanning bureau has been working with all types and sizes of organisations ranging from a few employees to a few thousand. This has enabled us to understand how different HR departments works and be able to recommend scanning options suitable for their specific HR scanning needs and document management.

Here are few examples of the HR document scanning services and related options;

  • Scanning each employee file to a PDF file
  • Sorting and categorisation of documents and scanning files to PDF files
  • Sorting into categories and detail indexation of individual documents

Scan and have your HR files converted to digital format secure and confidential scanning services

  • Our scanning team is very well equipped with knowledge and expertise gained over 15 years in providing HR scanning services.
  • Employee record scanning and digitising can save you time and money as well easy to manage document retention.
  • Regardless of your location and size, we cover the whole of UK with secure next day collection and delivery service.

Get in touch

Call us today on 0161 832 7991 or fill in a quick quote form to discuss the scanning of your employee files

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Speak to our scanning team

Our proven approach to low cost HR scanning services

We provide free of charge and no obligation consultancy service to determine the most suitable HR file scanning option for each of our client. This also includes free scanning and sampling of HR files to create a complete proof-of-concept which has proven to be very useful in our clients decision making process.

Why Choose Pearl Scan?


In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.