SPS provides secure HR document management, HR document storage and HR document scanning services for organisations across the UK. We help businesses digitise, manage and securely store employee records, personnel files and HR documentation while improving compliance, operational efficiency and information security.
HR departments handle large volumes of confidential documentation every day, from employee records and contracts to payroll documents, disciplinary records, onboarding paperwork and right-to-work checks. Managing these records securely, accurately and in line with GDPR requirements is essential for every organisation.
SPS supports HR teams with secure document scanning, cloud document management, offsite archive storage and digital transformation services designed specifically for handling sensitive employee information.
Accredited to ISO27001:2022 for Information Security Management and BS10008 for legal admissibility, SPS delivers trusted HR document management solutions with compliance, governance and security at the core of every project.
Get in touch today to discuss your HR document management requirements.
HR Document Management Services & Solutions
SPS offers a complete range of HR document management and digitisation services to help organisations securely manage employee records and HR workflows.
HR Document Scanning
Our secure HR document scanning services convert paper employee records into searchable digital files, enabling faster retrieval and reducing reliance on physical filing systems. Documents can be indexed by employee number, department, location or any key reference required by your HR team.
HR Document Storage
SPS provides secure HR document storage within our accredited UK archive facilities. Personnel files, historical employee records and confidential HR documents can be securely stored offsite with full tracking and scan-on-demand retrieval.
Cloud Document Management
Our cloud document management platform enables authorised HR staff to securely access employee files from any location. Full audit trails, user permissions and version control help support GDPR compliance and secure remote working.
Digital Mailroom & Workflow Automation
Automate inbound HR paperwork including applications, onboarding forms, absence records and employee correspondence. SPS’s digital mailroom and intelligent document processing services help reduce manual administration and improve workflow efficiency.
Automated Data Capture
Extract information from HR forms and documentation automatically using intelligent document processing technology, helping reduce repetitive data entry and improve processing accuracy.
Accredited and Trusted
Managing records and documents in the HR sector involves several challenges:
Lack of office space
Paper HR documents take up a considerable amount of office space, which could be used for more productive business activities.
Agile working
Working from multiple offices and remote locations can make it difficult to work with paper records, both from an access and security perspective.
Backup and protection
Paper HR records are at risk of fire, flood or theft if not stored safely and securely.
Compliance
Compliance requirements and GDPR regulations necessitate accurate documentation. Manage your records efficiently with SPS's scanning, storage and document management solutions.
Organisation
Classifying documents by type is a common practice for businesses, as they may need to retain specific types of HR records for legal purposes.
Efficiency
Searching for and retrieving individual HR records can be expensive and time-consuming.
HR Records Management Challenges
HR departments are responsible for handling highly sensitive personal information, often across multiple sites and systems. Common HR document management challenges include:
GDPR & Compliance
HR records contain confidential personal and financial information that must be stored securely and managed in line with GDPR and employment regulations.
Paper-Based Employee Files
Many organisations still rely on physical personnel files, creating storage pressures, slow retrieval times and increased compliance risks.
Remote & Hybrid Working
HR teams require secure digital access to employee records to support remote and hybrid working environments.
Long-Term Record Retention
Employment records often need to be retained for extended periods, making secure HR document storage and retention management essential.
Operational Efficiency
Manual HR administration and paper-based workflows can slow onboarding, recruitment and employee management processes.
HR Documentation
SPS can securely scan, store and manage a wide range of HR documentation, including:
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Employee records
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HR policies & procedures
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Employee contracts
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Occupational health records
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Pension records
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Appraisals & performance reviews
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Payroll documentation
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Training & development records
HR document management and automated processing solutions
Digitise HR records, securely store or manage in the cloud
Document Scanning and Digitisation
We transform your paper HR documents into a digital format to make them quick and easy to search and retrieve. Our technology can digitise both small- and large-format documents, such as employee records, contracts, and performance reviews, with indexing by any key reference. All digitisation processes are assured to BS10008:2020 for legal admissibility.
Secure Document Storage
Securely store your documents off-site, with the option to scan and retrieve them whenever needed. Cleardox AMS, our online archive management system, provides full audit trails to ensure records are kept safe and accessible simultaneously.
Digital document management
Store your HR records securely in our cloud document management system. Cleardox EDM allows structured role-based access, audit logging, and compliance-friendly categorisation. Exceptional levels of IT and cybersecurity.
Automated HR Document Processing
Use our automated document processing solutions to tag, classify, and trigger workflows for inbound emails and HR processes such as employee onboarding, policy acknowledgement or DSAR response.
Trusted by 10,000+ Companies
Why Choose SPS?
SPS provides secure UK-based document management solutions designed to support organisations handling sensitive employee data. Our secure scanning bureau, cloud document management systems and archive storage facilities are backed by recognised accreditations and governance standards.
We support organisations across multiple sectors with HR document scanning, secure HR document storage and digital transformation services that improve efficiency while reducing compliance risks.
Our investment in cyber security, secure UK hosting and information governance ensures your employee documentation remains protected throughout every stage of the document lifecycle.
Experienced in HR digitisation, storage and automated document processing.
We have UK-based document scanning and secure storage facilities
We’re BS 10008:2020 and ISO 27001:2022 accredited
Our processes are GDPR focused, with structured audit controls
Cloud-based system hosted in Microsoft Azure with enterprise-grade cybersecurity
A full chain of user-based activity and custody tracking
HR Document Management - Benefits
Case Studies
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Check out our frequently asked questions to find out more about our scanning and digitisation process for the HR sector. If you need any more help, please call 0800 046 8081.
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HR Sector
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