The Benefits of Scanning Employee Records for Compliance and Legal Purposes

3 min read
March 17, 2023

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In today's digital era, businesses are leveraging technology to streamline their operations and boost productivity. One of the most effective ways to improve efficiency and compliance is by scanning employee records. Keeping up with the change is essential, and paper-only filing systems are quickly becoming outdated. Documents that were kept on paper, such as employee files, can now be converted to a digital format, ensuring that information is easily accessible, organized, and protected. In this post, we will explore the benefits of scanning employee records for compliance and legal purposes.

Benefits of Scanning Employee Records

Improved Compliance

Scanning employee records helps businesses comply with the law. State and federal laws dictate that employers must keep track of employees' personal and employment information, payroll and timekeeping records, tax information, and more. By scanning these records, businesses can ensure they're complying with these legal requirements. For example, if the IRS audits an employee record, a digital version makes it easier to retrieve the necessary documentation quickly.

Cost Savings and Increased Efficiency

Storing and organizing paper files can be a tedious and expensive task for businesses. It's time-consuming to sort through stacks of paper files to retrieve information. Additionally, storing paper records at an offsite location, such as a storage unit, can incur additional costs for the business. Scanning employee records eliminates the need for physical storage of paper files, resulting in cost savings and increased efficiency.

Increased Security

Paper records are susceptible to damage, whether it be from natural disasters or even theft. Converting these records to a digital format provides an additional layer of security. Digital employee records can be stored on secure servers, and access can be controlled, ensuring that sensitive employee information isn't compromised. Moreover, documents saved on the cloud can be backed up regularly, providing protection against data loss.

Easy Access to Employee Records

Digital employee records allow for easy access to all necessary information on an employee, including their employment history, benefits, and related details. Rather than spending hours searching through paper records and filing cabinets, digital records can be accessed from anywhere with an internet connection. This access makes it easy for managers to keep track of employee performance, job history, and other important details.

Leveraging a Document Scanning Company

While scanning employee records is a vital step for businesses, it can be a tedious and time-consuming process. Often, companies rely on a document scanning company to help with the conversion process. Here are some ways these companies can help.

Specialized Equipment and Experienced Staff

Document scanning companies have specialized equipment and experienced staff to ensure that documents are scanned accurately and efficiently. These companies have high-speed scanning machines that are capable of scanning large volumes of documents in a short amount of time. Additionally, their staff is trained to identify and categorize documents accurately, further boosting the efficiency of the process.

Cost Savings

Document scanning companies can provide cost savings to businesses by eliminating the need to purchase expensive scanning equipment, hire additional staff, or store physical records. Additionally, these companies have experience working with scanning and conversion software and can often perform these tasks at a lower cost than a business can.

Quick Turnaround Time

Once a business decides to convert their employee records to digital format, they want the process completed as quickly as possible. Document scanning companies are equipped to handle large volumes of documents and have the necessary staff and equipment to quickly convert records into digital format.

Statistics on the Benefits of Scanning Employee Records

The benefits of scanning employee records for compliance and legal purposes are clear. Here are some statistics that highlight the importance of digitizing employee records.

  • According to the U.S. Bureau of Labor Statistics, the average hourly wage for an administrative assistant was $20.06 in May 2020. Scanning employee records takes time away from administrative tasks, making it less cost-effective for a business to handle the process in-house.
  • A study by McKinsey Global Institute found that employees spend 20% of their workweek searching for information. Scanning employee records makes it easier to locate necessary information, allowing employees to focus on more important tasks.
  • An article by Small Business Trends reports that businesses can reduce their paper usage by up to 80% by converting paper records to digital format. This reduction in paper usage contributes to the business's sustainability efforts.


The benefits of scanning employee records for compliance and legal purposes are clear. It saves businesses time, money, and stress by making employee records more accessible, secure, and organized. Leveraging a document scanning company can help make the conversion process faster, more efficient, and cost-effective. If you haven't already, consider converting your employee records to digital format - you won't regret it.

So what are you waiting for? Get a quote to scan your employee records