When digitizing personnel files, it is quickly discovered that scanning can be done in various ways. The two most popular ways of scanning personnel files are tab-level scanning and auto-indexing scanning. But what do these scanning methods actually mean? And which way best suits your files, organisation and, not least, your budget?

Auto indexing

When opting for automatic indexing, the current paper file is, as it were, reclassified. This means that there will be a separate document type for, for example, an Employment Contract, Copy ID, Performance Review and so on. The new classification will be set up at the document level. However, the old paper file is often divided into ‘just’ a few tabs. In the case of auto-indexing, the old paper file is therefore completely rearranged and classified into the named document types. This is done by means of a software-based action. The software has to recognize which documents belong to which types of documents – as mentioned by you -. Because personnel files are different in every organisation, the software will have to be adapted to your organisation. Archive-IT needs your expertise and your wishes for this. In order to ensure that this runs smoothly, one or two training days are scheduled to jointly train the software on Archive-IT’s location. In this way, we create the highest possible recognition percentage.

Tab level

In the case of digitisation on a tabular level, you consider the old paper file as a history, as it were. You create your new document types in your HRM system, at the document level. You can therefore save the new growth of digital documents at the document level, under the document types you have mentioned. To get a complete picture of all personnel information, you choose to digitise the paper file. Of course, you want this file to be made available to the right staff member. Your file is often already classified by means of tabs. Archive-IT then digitises the files exactly as they have been classified in paper form. You will then receive a file for each tab, which will be imported into your personnel system. If you create new information at the document level and you need something from the ‘paper past’, then open one of the files per tab to look up your information.

Auto-indexingvs.Tab levelHigher costsvs.Lower costsRequires a lot of attention and timevs.Faster turnaround timesThere are not always documents that are not or not properly recognizedvs.100% recognitionInvestment of your organisation in time for training day(s)vs.No action/time from within the own organisation requiredYou can easily apply a destruction policy at the document levelvs.Destroying individual documents from the old file is more cumbersomeOld documents and new ones are archived in the same wayvs.Old documents and new growth are archived in two waysIf documents are not properly recognized, search time may increasevs.Minimal search time for the right documents through 100% recognition

There is something to be said for both ways of digitisation. Of course, your requirements and budget play an important role in this. It is also often highly dependent on the way your paper files look now. Have they all been neatly divided into tabs? Or is there not really a structure in your paper files? Our advisors will be happy to help you find out which method of digitisation best suits your needs, without any obligation.

Want to know more? Contact us!

Subscribe to newsletter