HR departments often struggle to maintain a clear overview. Information is scattered across multiple systems such as AFAS, Youforce, paper archives, and shared folder structures. This results in inefficiency, privacy risks, and unclear responsibilities.
By digitising your personnel files and integrating them into a single, centralised HR system, you create clarity, save time, and ensure compliance with current legislation, including the GDPR.
An increasing number of organisations are transitioning to digital personnel files. Modern HR systems often include a module in which documents can be securely stored digitally. Archive-IT supports you in fully and safely migrating both existing paper files and digital folders (such as those on network drives) to these systems.
This not only benefits the HR department, but also employees, who gain easy and transparent access to their personal information.
There are several ways to digitise your paper-based personnel files. Broadly speaking, we distinguish three approaches:
Archive-IT is happy to help you determine the most suitable approach for your organisation.
Digitising personnel files provides direct, tangible benefits:
Archive-IT offers standard integrations with popular HR systems such as AFAS and Youforce. This ensures that documents are automatically and correctly linked to the appropriate employees within your system.
Using a different system? We will collaborate with your supplier to find a suitable solution, including bulk importing of documents.
We go beyond simple scanning. By using techniques such as OCR (Optical Character Recognition), classification, and data extraction, we enrich your documents with metadata. This transforms unstructured personnel files into structured, searchable information.
This data enrichment supports:
Every digitisation project begins with a free consultation. Based on your needs, we will provide a tailored quotation. Once approved, we get started. The project follows a set of standard steps, which you can find on our digitisation approach page.
What Does It Cost to Digitise Personnel Files?
The cost depends on:
That’s why you will always receive a customised proposal. During the quotation phase, we offer full transparency regarding all associated costs.
Fill in the form and schedule an (online) appointment with one of our team members. Have further questions? Request more information here.
“During the digitisation process, I particularly enjoyed the proactive attitude of Archive-IT. As soon as I didn’t receive a response from my side, I immediately got a message asking if I needed help. The staff at Archive-IT are really on top of it to ensure that everything runs as smoothly as possible and in accordance with the agreed schedule."
Petra Hasselo
| HR Manager,
