HR File Scanning and DocuWare For HR Departments
Every employee’s records at your fingertips
Get ready to deliver a whole new level of expertise, transparency and value to your colleagues. Hundreds of organisations use DocuWare to centralise, organise and secure their employee records — and improve processes from recruiting to annual reviews to talent management.
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- HR file scanning eliminates the need for document storage in files, on shelves or by the box in storage
- Secures confidential data meaning only those that need to access sensitive information do so
- Allows instant access via the web on a PC, Tablet, Laptop or Smartphone anywhere in the world
- Records and information become instantly searchable
- Records are fully backed up and secure
- Complies with statutory retention periods
- Records are fully admissible in a court of law
- Easily integrates with almost any HR and payroll system
- Minimum or no input required from IT department
BPMS offer a range of services to allow HR managers to efficiently capture and associate documents with employees by name or staff number. HR file scanning eliminates the need for document storage either in filing cabinets or off site in an expensive storage facility. The documents can then be accessed via a web interface or through a dedicated application. Most importantly it’s fast, completely secure and complies with statutory retention periods for all documents.
Electronic document management enables all physical and digital documents relating to an employee to be captured and stored – this includes paper documents and also emails. These may be required during HR or legal proceedings. All documents scanned are admissible in court in their electronic form.
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FAQ’s
How does DocuWare for HR transform employee record management?
DocuWare centralises every employee’s records into a single, secure digital repository. HR teams gain instant access to any file, complete with full search, version control and access permissions – improving everything from recruitment to annual reviews to talent management.
Where can I access HR records once they're in DocuWare?
Anywhere. DocuWare provides instant access via the web on a PC, tablet, laptop or smartphone – so HR teams and managers can pull up an employee record from the office, from home or while travelling. Records are searchable in seconds rather than minutes.
Is DocuWare secure enough for sensitive employee data?
Yes. DocuWare secures confidential data with granular permissions, ensuring only those who genuinely need to access sensitive information can do so. Every action is captured in a full audit trail for accountability and compliance.
Will DocuWare help me comply with statutory record retention periods?
Yes. DocuWare can be configured to comply with statutory retention periods, automatically managing how long different document types are held and flagging records for review or deletion as required.
Are digitally stored HR records admissible in a court of law?
Yes. Records held in DocuWare are fully admissible in a court of law, provided the system is properly configured – which is exactly how BPMS deploys it. The full audit trail and tamper-proof storage strengthen the evidential value of your records.
Will DocuWare integrate with my existing HR and payroll software?
Yes. DocuWare easily integrates with almost any HR and payroll system, requiring minimal or no input from your IT department. The aim is to enhance the systems you already use rather than replace them.
How does DocuWare help HR demonstrate professionalism and transparency?
By giving HR teams instant access to accurate, up-to-date records and dependable approval workflows, DocuWare helps the function operate as a reliable, transparent business partner. Even on the toughest HR days, you can stay objective with secure records and a clear audit trail.