// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
Document Scanning for HR Departments
Secure, compliant, and affordable solutions for businesses on Long Island and New York City.
Organizations depend on their human resources (HR) departments to maintain pertinent information regarding their employees. Typically, HR departments are paper-intensive; therefore, managing these documents is a challenge. In an increasingly competitive marketplace, companies must become more effective in managing their HR information. As an integral part of the overall function of business, inefficiencies in this department can have consequences throughout the organization.
Located on Long Island in NY, Emerald Document Imaging provides outsourced document management services that enable organizations to digitize their personnel documents, making them more accessible and easier to manage.
Simplify the management of your HR records with our Document Scanning Services
In the world of human resources, the ability to quickly access and share information is vital. When dealing with paper documents, staff loses valuable time searching, printing, copying, and emailing HR information.
By scanning and digitizing HR files, organizations can take advantage of the many benefits of a paperless office.
We Help Organizations of Different Industries Take Control of Their HR Documents
Document Types We Work With:
- Employee contracts
- Retirement and pension files
- Medical/Insurance records
- Background checks and drug tests
- Resumes and references
- Training documents
- Tax information (I-9’s, W-4’s. 1099’s)
- Termination documents
- Expense reports
- Legal documents
- And many more
Why Scan your Organization’s HR Records?
Increased Access
With digital HR documents, you and your staff will have complete access to any specific file with a quick search.
Save Time
Digital documents can be retrieved with a simple search. No longer will you have to sort through filing cabinets to get what you are looking for.
Share Information Efficiently
It is no secret that sharing a digital document is much easier than a hard copy. Using a document management system, simply search and share as easily as sending an email.
Increase Useable Office Space
With no need to store physical documents, filing cabinets can be removed, and storage rooms can be repurposed.
How Our Document Scanning Process Works
We make it easy to transition from paper to digital — without disrupting your day-to-day operations. Here’s what to expect when you work with Emerald Document Imaging:
1. Free Consultation & Planning
We start by learning about your goals, timelines, and the types of documents you need scanned. From there, we design a customized plan tailored to your workflow, compliance requirements, and business needs.
2. Pickup & Project Implementation
Once your project workflow is established, we take care of everything: secure pickup and transport, meticulous document preparation, high-quality scanning, detailed indexing (by name, date, patient ID, etc.), and thorough quality control. We ensure your documents are digitized accurately and ready for seamless import into your software platform.
3. Secure Delivery & Integration
After scanning is complete, we deliver your digital files securely. If you don’t already have a document imaging or management system, we can help you find the right solution — including a free demo of a cloud-based document management platform or delivery of fully searchable PDFs on portable media.
How Much Do Document Scanning Services Cost?
We price our document scanning services on a per-image basis, and that rate includes everything — from secure pickup and document prep to scanning, indexing, and quality checks.
That said, a few factors can affect the final cost:
- Volume: The more pages you have, the lower the per-image rate tends to be
- Document condition: Staples, folds, or damaged pages can take a bit more prep time
- Indexing needs: The number of keywords or fields you’d like us to capture for easy searching
- Turnaround time: If you’re on a tight deadline, we’ll work to meet it — but that can sometimes affect pricing
We’re always happy to walk through your project with you and even start with a small sample job to make sure we’re aligned. That way, you get a quote that’s accurate, fair, and tailored to your needs.
What our clients are saying
Businesses across Long Island and New York City trust Emerald Document Imaging to handle their most important documents — securely, accurately, and on time.
Frequently Asked Questions
What are the benefits of using a document scanning service?
Document scanning helps your business reduce storage costs, stay compliant with data retention regulations, and eliminate the inefficiencies of managing paper files. Once scanned, your documents are indexed and organized by key identifiers — like names, dates, or account numbers — making them instantly searchable. This not only improves access and security, but also saves time across your entire team.
How much do document scanning services cost?
The cost of document scanning depends on several factors, including the number of pages, document condition, indexing requirements, and the turnaround time. After a free consultation, Emerald Document Imaging will provide a customized quote tailored to your project.
How long does the scanning process take?
Project timelines vary based on document volume and specific requirements. Small projects can be completed within a few days, while larger or more complex jobs may take a few weeks. We’ll give you a clear timeline during the consultation process.
How do I prepare my documents for scanning?
Simply gather your documents as they are. Our team will handle the rest, including removing staples, paper clips, and bindings, as well as repairing any damaged pages to ensure optimal scan quality.
Is my information safe during the scanning process?
Yes. Security is a top priority at Emerald Document Imaging. We follow strict chain-of-custody procedures, use secure transportation, and implement quality control measures at every step to protect your sensitive documents.
What file formats can I receive after scanning?
We offer flexible output options based on your needs. Most clients choose fully searchable PDF files, but we can also deliver TIFF, JPEG, or custom formats compatible with your document management system.
Do I need a document management system to work with you?
No, you don’t. If you already have a document management system, we’ll deliver your files ready for import. If you don’t, we can help you explore options, including a cloud-based document management solution with a free demo.
Ready to Go Paperless?
Whether you’re scanning decades of archives or just getting started with digital records, Emerald Document Imaging makes the process simple, secure, and stress-free.
Let’s talk about your project — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900
