Human Resources Scanning

human resources scanning

🗂️ HR Document Scanning Services

At Data Solutions Group, we offer reliable and fully compliant Human Resources scanning services that help organisations manage employee records more efficiently. Importantly, every solution we deliver prioritises GDPR compliance, data security, and ease of access.

🔍 Trusted HR Record Scanning for Every Department

We digitise a wide range of HR documents, including:

  • 👥 Personnel files

  • 📚 Training records

  • 💰 Payroll & pension files

  • 🏥 Occupational health records

  • 📝 Contracts & appraisals

  • ✔️ Right to work documentation

Whether you're working through a backlog of paper records, transitioning to a new HR system, or aiming to create a paperless department, we tailor our services to meet your exact needs. In many cases, our team also assists in planning efficient handovers and integrations.

✅ Accredited for Quality & Legal Compliance

You can rely on Data Solutions Group for secure, lawful handling of employee data. Specifically, we are:

  • 📜 ISO 9001:2015 certified for Quality Management

  • 🛡️ Fully compliant with PD0008 (Legal Admissibility of Electronic Information)

  • 🔐 GDPR-aware and registered with the ICO

As a result, your scanned HR records will be both legally admissible and safely managed. Furthermore, our processes are reviewed regularly to ensure consistent performance.

🎯 Benefits of HR Document Scanning

  • 🏢 Free up physical space by digitising bulky personnel files. Over time, this can significantly reduce storage costs.

  • ⚡ Improve efficiency by accessing staff records in seconds using searchable PDFs powered by OCR technology.

  • 🔒 Strengthen data protection through encryption and access control, ensuring that only authorised personnel can view sensitive documents.

  • 🗂️ Stay GDPR-compliant by indexing files by type — for example, “Payroll,” “Contract,” or “Right to Work” — and retaining only what's necessary.

  • 💻 Integrate with ease, since we deliver files in formats like PDF, TIFF, or JPEG — optimised for seamless upload into any HR platform.

In short, you’ll save time, increase compliance, and reduce physical storage burdens — all while making access simpler for your HR team.

🚀 High-Volume Scanning You Can Rely On

Every month, our high-capacity bureau scans millions of HR documents for clients across the UK. Among these, we support:

  • 🏢 Blue-chip companies

  • 🏛️ Government agencies

  • 🏥 NHS trusts and healthcare providers

  • 🎓 Educational institutions

  • 📈 SMEs and national organisations

Regardless of the volume or sensitivity of your records, we deliver consistent, secure, and efficient results. Additionally, we scale our resources to suit your timelines and project scope.

For even further information, The Chartered Institute of Personnel and Development (CIPD) is the professional body for HR, Learning and Development.

Find out more with CIPD today at www.cipd.org/uk/

🎁 Get Started with a Free Sample

To help you decide, we offer a free, no-obligation sample scan using your own HR documents. This way, you can assess the clarity, quality, and structure of our output before committing to a full project.

Contact Us Today

Let us help you transform your archive.
📞 Call 01625 400250
📩 Or get in touch via our contact form

Our experienced team will be happy to discuss your project and provide a no-obligation quote.