Today, we operate in an increasingly digital environment where efforts are made to minimise paper use across all sectors. As digital documents continue to grow, the drawbacks of continuing to use traditional paper-based employee files become clear, such as:
- The need for physical storage space to keep all documentation
- Increased spending on office materials related to document preparation
These disadvantages can be solved by digitising employee files. Before explaining how, let us briefly define what an employee file is.
What is an employee file?
An employee file is the set of documents related to an employee, such as documentation from the recruitment process, CV, recommendation letters, etc. In other words, it is the collection of documents that reflect each employee’s work history within the company, organised chronologically.
Maintaining employee files is essential for the company, not only to keep all relevant employee data accessible, but also to ensure that both hiring and employment relationships are fully compliant in the event of a labour inspection.
Digitisation of employee files
Digitisation involves converting a physical document into a digital format. To carry out this process, tools must be used to ensure that digital documents have the same legal validity as physical ones.
Digitising employee files is typically carried out one file at a time, once all documentation has been removed from folders, clips, and any other elements that may interfere with the process.
Once the material is prepared, OCR (Optical Character Recognition – text recognition technology) is used to convert scanned images into text documents, creating a database. This database can later be consulted and edited easily. This step is essential in employee file digitisation, as it ensures that stored data can be used in the future.
After digitisation is complete, it is important to create a backup. The next step is the controlled and secure destruction of paper documents, reducing both volume and storage space.
Success case: Multinational electrical equipment company
The human resources department opted to digitise employee files in order to free up physical space and ensure data protection, while also improving efficiency in administrative processes.
Taking advantage of a change in headquarters location and aiming to reduce physical storage space, Artyplan Document digitised the entire archive of employee files for active staff.
Artyplan Document, your partner in employee file digitisation
Thanks to extensive experience in the digitisation field, our Artyplan Document team analyses your case and advises on the most effective, convenient and cost-efficient option for your digitisation project.
