Our HR document management solutions provide seamless transformation from paper to digital storage and management of employee files.

HR document management Tailored for the HR Departments

Employee records are often stored as paper records containing contracts, application forms, training records, medical records, trade union membership and many other documents. We work with HR departments enabling them to securely digitise their employee files in the most cost efficient and cost effective way possible.

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.

Document Scanning Process

The document scanning process What we do with your documents

  • Collection

    We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.

  • Conversion

    We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.

  • Delivery

    We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.

The Process in Depth

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Tailored for all HR files

When considering the scanning of your HR files, there are number of options available. We have listed some of the most common HR File Scanning options as below that our clients typically require;

  • 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 advanced scanning options where documents are broken down into the required HR document categories as well as each document (e.g. application form, employment contract, offer letter etc.) is broken down into individual PDF files. The documents are then indexed by the Employee Name, Employee Reference Number, Document Category, Document Title and Date etc.

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.

Secure Shredding

Upon approval of the scanned data, we can securely shred the paper files to the BSI standards and provide a certificate of destruction.

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

HR Document Management for Microsoft SharePoint

As well as a professional HR document scanning company, we also have extensive experience in delivering scanning projects which are integral part of larger document management strategies and include the integration of scanned files into third-party HR management systems such as Microsoft SharePoint.

Digital HR document management services

Along with our professional HR document management services we offer free consultation and fast collection and delivery service in the UK and Europe.

Get in touch

If you are still unsure whether our HR document management solutions are right for you, get in touch with us and we will gladly answer your questions

contact us

Start your project today

Our specialist software provides effective document management, storage and retrieval.

Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

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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.