Top 5 HR Document Scanning Benefits (+ GDPR HR Checklist)

Many HR departments have seen a shift in the way they need to work in the past two years due to remote working. Storetec have also seen a massive difference due to HR teams needing help and advice on how best to access their documents from home. Here are 5 benefits your team will see when scanning your HR documents.

1. Efficient retrievals

Digital documents can be formatted to replicate your physical filing, ensuring documents are easy to retrieve. FreeDocs has vast security and search capabilities which means employees can access documents quickly. Documents are indexed and archived exactly to your needs, we can create folders for each file, within which you will find PDFs for the content of the files. We can apply naming conventions to replicate your files and documents. OCR can be applied to make the PDFs fully text-searchable so you can easily find the page you are looking for.

2. Remote working

With many HR teams embracing hybrid (office/home) working, businesses need to ensure all team members have access to all documents to increase productivity when working from home. A document management system can greatly benefit employees who are working remotely. Digital documents once stored in the cloud are available from any location, 24/7. This ensures that the HR team can work collaboratively by accessing the same documents, whether they are working from home or the office.

3. Increase office space

Office space is always at a premium with every modern business. Having digital access to your information frees up valuable space and makes your organisation more agile. With the increase in hybrid working and hot-desking, there may be an opportunity to downsize your office space.

4. Enhanced security

Whilst documents exist in hard format alone, they are always at risk of loss, theft, or damage. This significantly increases the risks to compliance which could make it difficult to meet legal requirements.

By digitising documents, the single point of failure is removed as documents can be securely stored and backed up to ensure they are never at risk of permanent loss. Furthermore, with an inventory of all records, you can easily manage retention guidelines and ensure your business is GDPR compliant.

5. Retention policies

Retention policies are not easy to implement with physical paper files to ensure that GDPR is adhered to. Finding information within a digital HR record is made easy and applying document types with fixed retention periods can automate the process. Working digitally will save the HR team a considerable amount of time when compared to working with paper files.

GDPR HR Checklist

1. Data Accuracy

By digitising paperwork, data becomes more structured and easier to manage. Digital files can be stored in a centralised database, like FreeDocs document management system, making it easier to track and control personal data. This ensures that data is kept up-to-date and accurate, reducing the risk of non-compliance with GDPR’s data accuracy principle.

2. Data Security

Digital files can be encrypted and protected with secure access controls, reducing the risk of unauthorised access or data breaches. Additionally, digital storage allows for automated backup procedures and disaster recovery plans, increasing data resilience and compliance with GDPR’s security requirements.

3. Subject Access Requests

Under GDPR, individuals have rights such as the right to access, rectify, and erase their personal data. Digitising paperwork enables organisations to efficiently respond to data subject requests by quickly locating and processing the relevant information.

4. Data Retention and Erasure

GDPR mandates that personal data should not be kept longer than necessary for the purpose it was collected. Digital storage allows organisations to set up automated retention policies, ensuring data is automatically deleted after the specified retention period, reducing the risk of non-compliance with GDPR’s data retention requirements.

5. Audit Trails

Digital systems generate comprehensive audit trails, which can be essential in demonstrating GDPR compliance. These logs record data access, modifications, and other activities related to personal data, helping organisations track and monitor data processing activities.


Visit these sites for additional information on GDPR in HR document management:


Are you looking to get your HR documents scanned? Contact our team today.