Retention of HR, Personnel and Related Documents
Cleardata provides document scanning services, document storage and document management solutions for the Human Resources, Personnel, Occupational Health, Training and Pensions Industries.
Our 11,000 sq ft premises has secure document storage facilities for your HR Documentation, with a full library archive and scan on demand service, providing fast digital retrieval for Personnel Documents.
document scanning services | hr documentation
Cleardata has an onsite professional document scanning
bureau, one of the largest in the UK, scanning more than 2 million documents per month. The company uses Kodak document scanning equipment, with automatic colour detection, SurePath paper handling, perfect page scanning and ultrasonic multi-feed detection sensors. All documents are scanned to BIP0008, the British Standard for Legal Admissability and Evidential Weight of Information Stored Electronically.
secure document storage
The storage area has enhanced fire detection systems, is temperature controlled and fitted with a VESDA (Very Early Smoke Detection Alert) System. This system uses tubes above the racking which continually tests the air quality, for carbon monoxide.
If anything is detected it sets of the alarm for the site. The building is controlled with Red Care Security and has 24 hour internal and external passive cctv, viewable from remote stations – any movement or intruders cause the alarm to go off.
document disposal | document shredding services
Cleardata provides confidential disposal for documents. 
The company owns an industrial shredder which can dispose of your documents securely. Cleardata (UK Digital Storage) can also arrange for your unwanted documents to be recycled or pulped, depending on the confidentiality of your documents.
benefits | scanning HR documents
When scanned, documents can be found and retrieved quickly using a simple keyword search facility. Customers report that document scanning saves time and money in searching for particular personnel records or documents. It also helps to reduce costs for valuable office space. One client reported that they fitted an extra 8 workstations into their office, once all their old documents had been scanned and confidentially disposed of by Cleardata.
“I no longer waste valuable time searching through my paper personnel files for employee information. Searching, retrieving and collating relevant information quickly is essential in serving our internal departments. The new system is simple and easy to use. We have cd’s with our personnel files and can use word search retrieval to instantly find all information and documents relevant to any particular employee. It enables me to digitally view any handwritten letters they may have sent, maternity forms, recruitment and selection documents and appraisal forms in one screen viewer."
On investigating the needs and requirements of document retention for the HR and Personnel Industry, we found excellent advice from the CIPD. The CIPD provides a clear fact sheet for the Retention of Personnel and other related documentation. Follw this link to visit their fact sheet CIPD Factsheet for Retention of Personnel and other Related documents. Their advice provides a checklist of statutory and recommended retention periods for various classes of personnel documents and is based on legal requirements and good personnel practice.
Cleardata, can help your HR Team with document scanning services, document storage services and document management solutions for any of the following HR and Personnel Records:-
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Confidential Personnel Documents
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Employee Occupational Health Records
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Payroll, Wage, Salary, Overtime or Stand-by Records
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Employee Expenses Records
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Employee Flexi Time Records
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Employee Time Management Records
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Employee Education Records
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Employee Training Records or Documents
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Employee Induction Records
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Employee Appraisal Records
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Recruitment and Selection Records
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Employment Records
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Employee Medical Records
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Employee Equal Opportunities Records
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Employee Application Forms
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Accident Book Records
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Employee Income tax records and Correspondence with the Inland Revenue
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Employee Records relating to the Control of Substances Hazardous to Health Regulations (COSHH)
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Employee Medical records under the Control of Asbestos at Work Regulations
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Employee Medical records under the Ionising Radiations Regulations
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Employee Retirement Benefits Schemes, Records concerning decisions to allow retirement due to incapacity, Pension Accounts or Pension Records
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Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidence
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Statutory Sick Pay Records, Calculations, Certificates, Self-certificates
For further details on how Cleardata, can help your HR Team with document scanning services, document storage services or document management services call now on:-
0800 046 8081 or e-mail enquiries@cleardata.co.uk
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Thank you for visiting Cleardata's Scanning Estimator. This tool will take approximately 5 minutes, providing a quick quote by email on completion. If you need any help, please call 0800 046 8081 or contact us and one of our sales team will get back to discuss your requirements. Minimum Order Value For information, our minimum order value is £50
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