Document Scanning Services

Human Resource Document Imaging Solutions

Why Choose TierFive for HR Document Scanning?

 

TierFive specializes in Human Resources (HR) document scanning services, providing large corporations with secure, efficient, and cost-effective solutions to transition paper records into digital formats. Our services help streamline HR operations, ensure compliance, and deliver significant labor and cost savings, making us the trusted choice for high-volume document conversion.

By partnering with TierFive, corporations can eliminate the labor-intensive task of manual HR document handling, streamline internal workflows through searchable digital archives, and enhance their ability to meet audit and retention standards. Our scalable services cater to high-volume projects, ensuring timely delivery without disrupting day-to-day operations. If you are concerned about not shaking up the existing process your entire team knows and loves but realize things could be optimized then we simply schedule a pickup of your paper records AFTER your internal process has completed this can be done monthly quarterly or annually. With TierFive, businesses gain more than just digital files—they gain a trusted partner committed to optimizing HR efficiency and fostering long-term success.

 

In today’s fast-paced business environment, managing physical HR records is no longer practical. Paper files are prone to misplacement, damage, and unauthorized access, posing risks to compliance, productivity, and employee data security. Maintaining years of analog paper records is costing your HR department time, labor, money, storage and efficiency. Every day you stick with outdated filing systems, you’re risking compliance violations, data breaches, and unnecessary expenses. Digitizing your HR records isn’t optional—it’s essential. Stop falling behind. Secure your data, streamline your processes, and save thousands annually. Make the move to digital now—your team and your bottom line depend on it.

 

TierFive Converts your paper HR archives into searchable digital documents

TierFive is a leader in Human Resources (HR) document scanning services, offering tailored solutions to meet the unique needs of large corporations. With vast experience and state-of-the-art technology, we transform cumbersome paper-based HR records into highly organized, secure, and easily accessible digital formats. Our services empower HR departments to eliminate inefficiencies, reduce operational costs, and achieve seamless compliance with regulatory requirements.

Streamline HR Operations by Digitizing Key Records

HR departments manage a wide array of documents, many of which are critical for legal compliance, employee management, and operational efficiency. TierFive specializes in scanning and organizing these specific types of HR-related documents:

  • Employee Personnel Files: Including job applications, resumes, performance reviews, and disciplinary records.
  • Payroll Records: Such as timesheets, wage records, tax forms (W-2, W-4), and direct deposit authorizations.
  • Benefits Documents: Enrollment forms, insurance details, retirement plan documents, and dependent information.
  • Compliance Records: Including I-9 forms, EEO-1 reports, and workplace safety certifications required by law.
  • Training and Certification Records: Documenting employee development programs, certifications, and continuing education credits.
  • Termination and Exit Records: Severance agreements, exit interviews, and COBRA compliance documentation.

Real-World Example of ROI

  • A Fortune 500 company invested $120,000 to digitize HR records, saving $85,000 annually by eliminating off-site storage, reducing manual labor, and streamlining compliance. ROI was achieved in 17 months, with continued yearly savings.
  • A financial services firm spent $250,000 to digitize 12 years of records, cutting $95,000 in storage fees and $60,000 in audit prep costs annually. ROI was realized in under two years, with ongoing yearly savings of $155,000.
  • A global manufacturer invested $80,000 to digitize training records and safety certifications, saving $45,000 annually in labor costs and $20,000 in storage expenses. The company achieved ROI in 16 months, with $65,000 in annual savings thereafter.
  • A retail chain invested $60,000 to scan leases, vendor contracts and payroll documents, eliminating $25,000 in storage costs and saving $30,000 annually by automating retrieval and reducing staff workload. ROI was achieved in less than two years, with continued yearly savings of $55,000.

Contact TierFive today to learn how our services can deliver transformative return on investment value to your organization.

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Service of Interest
High Satisfaction & Low Cost Document Scanning

TierFive is dedicated to easy to implement and use imaging systems.

Key Reasons Document Scanning Drives ROI

 

1. Reduced Operational Costs

  • Storage Savings: Physical documents require costly storage space, whether on-site or in off-site facilities. Digital files eliminate the need for bulky file cabinets or rented archive space, saving an average of $20 per square foot annually.
  • Labor Efficiency: Staff spend less time manually searching for, retrieving, and filing paper documents. Studies show digitization reduces these tasks by up to 30%, allowing employees to focus on more strategic work.
  • Preventing Lost Documents: Studies show that 7.5% of paper documents are lost, and locating a misplaced document costs an average of $125. Digitization reduces the risk of lost records by creating a centralized, searchable repository, saving both time and money.
  • Avoiding Redundant Work: Lost documents often lead to duplicate efforts, such as recreating contracts or reprocessing forms. Digital systems prevent redundancy by ensuring critical information is securely archived and easily retrievable.
  • Mailing and Courier Services: Physical documents often require mailing, shipping, or courier services, which incur recurring costs. Digital files allow instant secure encrypted sharing via email or secure portals, cutting delivery expenses entirely.
  • Physical Filing Supplies: File cabinets, folders, labels, and binders contribute to ongoing costs. With digital records, these expenses are eliminated.

2. Improved Compliance and Risk Reduction

  • Avoiding Fines and Legal Costs: Non-compliance with document retention laws or mishandling sensitive information can result in penalties ranging from $1,000 to $10,000 per incident. Digital records streamline compliance and minimize these risks.
  • Disaster Recovery: Scanned documents stored in secure digital formats are protected from fire, floods, or other disasters that could destroy physical files, reducing potential losses.

3. Enhanced Document Security

  • Minimized Risk of Breaches: Paper records are vulnerable to theft or unauthorized access, which can lead to costly security breaches. Digital systems with encryption and controlled access prevent these risks, avoiding the financial impact of lost or stolen sensitive data.
  • Audit and Monitoring Capabilities: Digital systems allow tracking of who accesses or modifies files, reducing the likelihood of fraud or tampering and avoiding financial or legal consequences.

 

 

4. Enhanced Productivity 

  • Faster Document Access: Digital files can be indexed and searched in seconds, saving time compared to rifling through paper files. This efficiency accelerates workflows across HR, finance, and other departments.
  • Collaboration: Digital documents can be securely shared among teams or departments, improving collaboration and decision-making.

5. Scalability and Flexibility

  • As businesses grow, the volume of documents increases. Physical storage becomes unsustainable, while digital files can be scaled with minimal additional costs. Scanning also supports integration with digital tools like HR management systems, ERP software, and cloud platforms, creating a seamless workflow.
  • Integration with Software: Digital records can seamlessly integrate with HR management systems, enterprise resource planning (ERP) software, and customer relationship management (CRM) platforms. These integrations reduce inefficiencies and improve overall process execution.

6. Faster Audit and Compliance Preparation

  • Cost of Compliance Audits: Preparing for audits with paper documents is time-intensive and laborious, often requiring dedicated staff. Digital records are pre-indexed and searchable, cutting audit preparation time and associated costs dramatically.
  • Avoiding Legal Disputes: Easily retrievable and well-organized digital records provide strong evidence in case of disputes, reducing the cost of litigation and related fees.

7. Long-Term Cost Savings

  • While the initial investment in document scanning may seem significant, the cumulative savings in labor, storage, compliance, and productivity compound over time. Many organizations see an ROI within 6 to 18 months of implementing a scanning project.

8. Space Repurposing Opportunities

  • Revenue-Generating Use of Space: Digitizing physical documents frees up office or storage areas that can be repurposed for productive use, such as employee workspaces, meeting rooms, or operational expansions.
  • Eliminating Off-Site Storage Fees: For companies relying on off-site facilities, digitization cuts these monthly or annual storage expenses.

 

Reduce Your Costs

From document storage facility fees to wasted real estate. Cut costs by digitizing your back-file archives.

Maximize Productivity

Time spent filing or searching for a document is in the past. Allow your staff to focus on their work!

Secure Your Info

From preservation and disaster recovery to regulatory compliance. Finally have piece-of-mind.

Start Saving Today

Begin saving on time, supplies and storage space. You’ll also save the environment and yourself a headache!

Document Scanning Process

Box Pickup & Collection

Your boxes of documents will be picked up from your location by our staff or a courier service.
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Preparation & Scanning

We organize and prepare your documents to be scanned by our fast, highly accurate, scanners.
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Indexing & Processing

Indexing data entry & OCR processing which will allow document lookup and searching.
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Quality Control Review

All document are sent through strict controls to ensure the project meets your specifications.
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Competitive Pricing

We offer competitive pricing across all project sizes and work with you to find a plan within your company’s budget. Looking for a ballpark cost estimate?

Free Consultation

Give us a call at (888) 547-2267. and talk to one of our specialists to receive a free consult and find out if a TierFive solution is right for you.

Certified Secure

All our operators are HIPPA and PII trained and our secure facility is standards compliant. The security of your data is our number one priority.
Store & Manage Digital Documents Securely

Free up space. Turn rooms of files into searchable digital images.

The Benefits of Scanning

Our document scanning and imaging services can transform your paper files into text-searchable digital images. Instead of dealing with file cabinets or off-site storage, your documents can be filed digitally to a DVD, SFTP or online in our cloud-based document management system.

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Make Room for Less

No need for file cabinets, excess paper, or expensive offsite storage.
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Find Documents Fast

Reduce the amount of time spent searching for documents and access to your information.
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Best Quality Control

We look at every image. Every project is reviewed by TierFive’s QC specialists.
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Disaster Recovery & Compliance

Digital archives allow for redundant backups to help you achieve your compliance goals.
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Embrace Security

Digital access controls. Keep documents from being misplaced or falling into the wrong hands.
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The Green Office

Save money and the environment. A paperless solution is a green one.

Additional Document Services

Certified Document Shredding

After project completion your documents can ether be returned to you or securely shredded. Upon shredding we will proviide a certified document of destruction.

Cloud Hosted Documents

Your files can be delivered via physical media such as DVD, Hard Disk Drive, Secure FTP, or you can use our cloud hosted document services.

Document Process Optimization

Document management systems are a key part of business processes to streamline operations, maximize efficiency, save money and increase visibility.

Request an Imaging Solution Quote

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Would You Like To Know More?

Are you ready to go? Would you like more information?

You can contact a TierFive associate through the web or by phone at (888) 547-2267