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HR Document Management

HR Document Management

Securely digitise, store, manage, and automate your HR records with Cleardata. We help HR teams stay compliant and efficient in a digital-first workplace.

Cleardata 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.

Cleardata 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, Cleardata 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.

Electronic document management system from Cleardata

HR Document management

HR Document Management Services & Solutions

Cleardata 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

Cleardata 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. Cleardata’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
  • ISO 22301
  • ISO 9001
  • Cyber Essentials Plus
  • ISO 27001
  • Cyber Essentials
  • BS 10008
  • BS EN 15713
  • NHS Digital

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 Cleardata'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

Cleardata can securely scan, store and manage a wide range of HR documentation, including:

Employee records
HR policies & procedures
Employee contracts
Occupational health records
Pension records
Appraisals & performance reviews
Payroll documentation
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 Cyber Security.

Automated HR Document Processing

Use our automated document processing solutions 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
  • Asthma+ Lung UK
  • Windsor Forest
  • Warrington Borough Council
  • Simarc
  • NHS
  • Horwich Farrelly
  • Biffa

Why Choose Cleardata

Cleardata 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 cyber security

  • A full chain of user-based activity and custody tracking

Why Choose Cleardata

HR Document Management - Benefits

  • Modern way of working

    Improve access and flexibility for HR teams with a more modern way of working.

  • Reduce storage costs

    Reduce costs associated with document storage and free up valuable space in the office.

  • GDPR compliance

    Ensure GDPR data protection compliance for your HR records and legal admissibility for digital records.

  • Records management audit

    Receive a full audit trail for your records management. Automatic destruction notifications for documents in storage and record file retrieval requests by user time & date. Our cloud document management system also provides a complete audit trail, giving you assurance and peace of mind.

  • Go paperless

    Help your HR department go paperless. Get rid of paperwork filing, free up valuable space and improve accessibility to your records.

  • I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • I’ve visited their bureau and was absolutely blown away by their efficiency and scope of operations. I’ve been really impressed by the services offered by Cleardata, and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • We have a good relationship with Cleardata. The team are friendly, helpful and always provide a quick response.

    HR Manager, East Midlands Railway

Case Studies

Learn more about how our services can help...

We've got all the answers!

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.

Our team will be happy to help.

HR Sector

HR document management refers to the secure storage, organisation, retrieval and management of employee and personnel records. This includes both physical and digital HR documentation such as contracts, payroll records, recruitment files and compliance documentation.
Cleardata can scan and digitise a wide range of HR documentation including employee files, contracts, payroll records, application forms, absence records, training certificates and occupational health records.
Yes. Cleardata’s HR document management solutions are designed to support GDPR compliance through secure storage, controlled access permissions, audit trails and structured retention processes.
Yes. We provide secure offsite HR document storage within accredited UK archive facilities, with full tracking and scan-on-demand retrieval services.
Yes. Cleardata provides secure cloud document management solutions that enable HR teams to securely access employee records remotely using role-based permissions and audit controls.
Yes. HR document scanning reduces reliance on filing cabinets and physical archives, helping organisations reclaim office space and reduce long-term document storage costs.
Yes. Cleardata operates in line with BS10008 standards for legal admissibility, helping ensure scanned HR records can be relied upon as accurate digital copies.
Yes. Cleardata can provide ongoing HR document scanning services for new employee records and day-forward paperwork, helping organisations maintain a digital-first HR environment.

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