HR Employee File Digitization & Cleanup
Turn years of employee files into a clean, searchable digital archive ready for audits, HRIS migrations, and compliance requirements.
The Problem
Scattered Files
Employee files are spread across filing cabinets, shared drives, email attachments, and multiple systems with no single source of truth.
Inconsistent Naming
No standard naming conventions, duplicate files, missing documents, and unclear version control make finding information a nightmare.
Time Wasted
Every audit, termination, promotion, or compliance check turns into a manual treasure hunt through boxes and folders.
What We Do
Digitize & Normalize
We take your personnel files—whether paper, PDF, or mixed formats—and create a consistent digital archive.
- High-quality scanning with OCR for paper documents
- Extract and enhance existing PDF files
- Consolidate files from multiple sources into one organized system
Extract Key Metadata
Our intelligent extraction pulls critical information from each document:
Organize & Rename
Every file is renamed with a consistent, meaningful structure:
12345 – Smith, Jane – W-4 – 2022-01-15.pdf
12345 – Smith, Jane – Offer Letter – 2021-12-10.pdf
Files are organized into folder structures that match your needs—by employee, by year, by document type, or any combination.
What You Get
Organized Folder Structure
Clean hierarchy by employee with all related documents grouped together
Master Spreadsheet
CSV/Excel with all employees, document metadata, and file paths for easy searching
Compliance Flags
Optional flagging for missing I-9s, expired licenses, or other compliance gaps
Quality Report
Summary of files processed, any exceptions, and recommendations for next steps
Common Use Cases
HRIS Migration
Preparing to move from legacy systems to Paylocity, UKG, ADP, or BambooHR? Clean, indexed employee files make migration smoother.
Audit Preparation
DOL, EEOC, or internal audits require fast access to employee records. Digitized files save hours of searching.
Going Paperless
Eliminate filing cabinets and storage costs while improving security and accessibility of sensitive employee data.
Get started
Share details about your document processing needs and we'll respond with a tailored plan and pricing estimate.