How Digital Record Keeping Has Improved HR Department Efficiency and Accuracy

2 min read
March 17, 2023

Table of contents

The Human Resource department is a vital unit in any organization. It is responsible for managing employee information, ensuring legal compliance, and facilitating communication with staff. With advancements in technology, the use of digital record-keeping has greatly impacted HR departments, improving efficiency and accuracy.

For years, HR departments have relied on paper-based filing systems to manage employee information. Unfortunately, this system is prone to errors, misfiling, and physical damage. As a result, HR teams waste valuable time trying to retrieve lost or misplaced files. With the advent of digital record-keeping, HR departments can now easily store, manage, and access employee information without the need for physical paperwork.

One of the best ways to achieve this transition from paper-based to digital record-keeping is by scanning paper files. Document scanning is the process of converting paper documents into digital format to enable companies to manage and store these files electronically. This conversion process has numerous benefits for HR departments.

Improving HR Department Efficiency

First and foremost, scanning paper files improves HR department efficiency. It significantly reduces the time required to search for and retrieve employee files. Digitized files can be searched, sorted, and accessed much faster than paper files. It eliminates the need to manually sort through file cabinets to find a specific document, giving HR staff more time to focus on strategic HR initiatives.

Improve the Accuracy of Your HR Records

Secondly, scanning paper files promotes accuracy in the HR department. Paper documents are prone to human errors, such as misfiling and misplaced information. In contrast, a digital record-keeping system reduces the risk of such errors. For instance, digitizing hand-written files will enable HR staff to easily read and interpret the content of each file, leading to fewer errors.

Secure Confidential Employee Records

Furthermore, digital record-keeping has enhanced the overall security of employee information. Storing employee records in digital format allows HR teams to manage access to sensitive information, such as Social Security numbers and medical records. Digital record-keeping enables HR staff to control who can view, edit, or share particular files, ensuring the privacy of employee information.

Find a Document Scanning Company Who Specializes in HR Document Scanning

Implementing digital record-keeping in HR departments is not a task to be taken lightly. A company must have a strategic plan in place when it comes to document scanning. For instance, a document scanning company can provide training and support to HR personnel on how to use digital record-keeping tools effectively. Additionally, the document scanning company can help with the scanning and conversion process of all employee records.

The document scanning company will scan and digitize all paper employee files at a minimum resolution of 300 dpi (dots per inch). The scanned files are then indexed with appropriate meta-data to enable easy access and fast retrieval. The scanned documents will be quality checked and delivered to HR in digital format, ready for upload into the company's document management system.


In conclusion, digital record-keeping has revolutionized HR departments, enhancing efficiency, accuracy, and privacy. Scanning paper files with the help of a document scanning company is one of the easiest and most effective ways for companies to transition to digital record-keeping. The benefits of implementing digital record-keeping in HR departments are clear, and any company that wants to stay competitive in today's market should make the move to digital record-keeping as quickly as possible.

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