How Secure Are Your HR Records

Cleardata provides a range of document management services for HR Records to help your organisation manage records efficiently, with GDPR compliance in mind. Our team frequently digitises HR, personnel, occupational health, training, payroll and pensions records. Assured to ISO27001:2022 for Information Security, BS 10008:2020 for Legal Admissibility of Electronic Information and ISO 9001 for Quality Management Systems. We can scan your HR records and digitally index them into category areas, such as:

• Terms and conditions

• Right to work

• Employee relations

• Payroll and training

This is all done by Cleardata so that you can focus your attention on the documentation that you need to keep for GDPR-compliance purposes. Our secure archive facility, combined with Cleardata's online archive management system, will allow you to monitor records stored offsite and retrieve information quickly as possible as and when needed.

Cloud-based document management allows information to be digitally stored and retrieved quickly and all at the touch of a button. Cleardata's document management services are used by many businesses to free-up valuable office space and save time manually processing paperwork.

How does document scanning help HR departments?

Document scanning is an essential service for HR departments. Scanning HR records makes for a safe and secure way of storing documentation that needs to be kept private and confidential. If you're not looking to take on the extra responsibility of that in-house, then you can rest assured that Cleardata will be on hand to help you with that.

We can scan over 11 million images each month. Our bureau is set up for high volume capture and is quality managed to ISO9001. We're also accredited to ISO27001:2022 for Information Security and can scan HR Records for businesses of all sizes, including blue chip and public sector organisations. You'll be safe in the knowledge that we prioritise quality and security when it comes to document scanning. Our state-of-the-art scanners can handle small and large format documents.

When we receive your employee records or other documents for scanning, each one can be indexed using OCR technology - this means that your employee records or other documents can be digitised, searched and then easily retrieved. Scanned records can be returned to you in a convenient format and your files will be regularly backed up in our hi-tech scanning bureau - giving you peace of mind that your documents will always be fully-protected at all times. So many HR departments have found our document scanning services to be invaluable, saving them time, money and office space.

How secure are your HR records?

It's imperative that HR records are kept safe and secure. This is because, most of the time, they're sensitive and confidential in nature. However, have you ever reconsidered the security of your documentation in the HR department? If not, then you should look to Cleardata for professional advice and guidance on storing your documentation, either offsite or on the Cloud.

Our advanced, fully-protected, secure document storage facility allows you to store your essential HR records offsite. We offer fast digital retrieval using our scan-on-demand service. Documents can be retrieved, scanned and digitally returned in any required format, via:

Secure SFTP upload

Cleardata's Cleardox EDM cloud document management system - Cleardox allows you to access your HR and employee records from any location using a secure web browser.

Our secure document storage facility comes equipped with the following features, allowing you to rest in the knowledge that your documents will be safe and secure at all times:

• A very early smoke detection alert system (VESDA)

• Access control systems

• Water detection sensors

• 24/7 CCTV monitoring

Records stored offsite are booked into our online archive management system, Cleardox AMS. This, in turn, allows our clients to:

• Request file retrievals

• Manage retention dates

• View a full audit trail

• View standard reporting for compliance purposes

• Receive automated notifications for destruction

How can the Cloud help with HR records management?

Our secure on-line document management system is an affordable solution that allows you to fully-access and manage your documents from any location using a web browser. We can scan and upload your documents to the cloud, enabling you to view them from any location

By indexing documents with appropriate metadata, such as employee name, payroll number and so on, you can find your HR records quickly and easily. This means that our HR records management and storage services are the perfect solution for securing, searching and retrieving your employee records, such as application forms, leavers files, appraisals or training records.

Our online cloud solution enables you to:

• View documents in their original format

• Store digital documents in a consistent manner with inherited metadata available at folder level.

• See version control

• View a full electronic audit trail for your documentation

For further details about Cleardata's HR Digitisation and Records Management Services, contact our team on 0800 046 8081.