Scanning of
Personal Files in SAP
along with a certificate of compliance
with the paper original
How to scan personal files in accordance with the regulations?
This is the question many entrepreneurs ask themselves. Scanning personal files is associated with time-consuming work and organizational problems. Many companies decide to scan files on their own and then regret it. Why? Because it wasn’t done in accordance with the regulations.
We offer you professional, comprehensive services related to scanning personal files while maintaining the highest standards of information confidentiality, as well as the necessary software and the e-File product for SAP.
The scope of our services includes:
e-File for SAP + software
In this package you will receive from us both an e-File as well as tools for scanning documents by yourself with the option of e-signing them for compliance with the original.
The package includes the following original tools integrated with SAP HR:
- Scanning software
- PDF/A creator software
- PAdES electronic signature software
- Barcode recognition software
- Quality verification software for scans, PDFs and signatures
- Software for supplying e-File product with ready digital files.
Archive scanning
In this option, you can have our e-File or any other e-file for SAP (of any company).
In this package we will scan your paper archives and supply your e-File system. As a result, from the very first day you will be able to use both the e-File and have access to all documents.
What about document indexing?
When scanning, the scan should be properly assigned to the part of the folder and to the specific type. You can choose one of two our solutions:
1
Full indexing
In this option, we assign the documents to the appropriate category in the e-File. For example, we mark the diploma as a part A document of “higher education” type.
Partial indexing
2
In this case, we assign documents to the appropriate part, and you have control over the last stage, i.e. the correct assignment of documents to a specific type in the e-File. Here, the diploma is marked as a document from part A, and you define the type of document by yourself, once it goes to the e-File.
How the document scanning process works?
We talk about your needs and number of files to scan.
We agree on the optimal process, timing and method of receiving the documentation.
We collect the files, pack them into special containers and draw up a protocol.
We transport the personal files to the destination of their scanning.
We scan them together with certification for compliance with the original.
Ready PDF documents we load directly to the e-File system, you see progress up to date.
We hand over the scanned files along with the protocol back to yours archives.
If necessary (e.g. access will be necessary for implementation of HR tasks), we will make selected files available to you, even during scanning.
If necessary, we will also quickly scan a specific person's folder.
What if an unusual situation occurs during scanning? We have procedures for that!
- We will remove the unprinted pages
- We will mark damaged documents
- We will mark documents subject to the GDPR
- We will mark the documents that are in the inventory and are not in the files
As a result, we will mark these documents and you will receive a list of such cases so that you can decide what to do with them.
What scanners do we use?
We use both scanners connected to the user’s computer and network scanners. It is crucial that the scanner works with TWAIN technology (currently it is a standard and almost everyone works this way). If you have doubts, we will advise you on the right scanner.
Do you have questions? Contact us directly or via contact form.
Contact us
Request a non-binding appointment. You will receive a right scanning process checklist that will help you make a decision when looking for the best product.
