Digital Mailroom for Human Resources
Eliminate paperwork chaos and streamline your Human Resources processes with a Digital Mailroom. From employee records to onboarding documents, Recordsforce securely captures, organizes, and routes HR paperwork—so you can focus on people, not paperwork.
Trusted by Leading Companies for Seamless HR Automation
How Does A Human Resources Digital Mailroom Work?
We Receive Your Documents
We collect all of your incoming documents at our secure facility.
We Sort & Organize Your Documents
Your documents are sorted and exceptions are handled properly.
We Digitize Your Documents
Your documents are digitized and reviewed for accuracy.
We Deliver Your Data Digitally
Your documents and data are uploaded & routed automatically.
Is an HR Digital Mailroom Secure?
Keeping Confidential Employee Information in the Right Hands
HR departments are entrusted with some of an organization’s most sensitive information, from employee personnel files and payroll records to benefits enrollment forms, background checks, and confidential workplace correspondence. When these documents arrive through traditional mail, protecting employee privacy and preventing unauthorized access are critical.
Recordsforce’s secure digital mailroom helps HR teams manage sensitive employee communications without the risks of paper documents passing through multiple hands or sitting unattended in shared mailrooms. Supported by our certifications and advanced security measures, our process incorporates secure chain-of-custody procedures, encryption, access controls, and detailed audit trails to help safeguard confidential information.
Keep employee records confidential, reduce unnecessary document handling, and securely deliver sensitive HR correspondence to authorized personnel, whether they’re working onsite or remotely.
Human Resources Document Scanning
Simplify Employee Recordkeeping from Hire to Retire
From new hire paperwork and I-9 forms to benefits enrollment, performance reviews, and employee separation documents, HR teams manage an extensive paper trail throughout the employee lifecycle. Tracking down records, manually entering information, and maintaining physical personnel files can take valuable time away from supporting employees.
Recordsforce’s secure HR document scanning services transform paper-based employee records into organized, searchable digital files. Combined with our Intelligent Document Processing (IDP) capabilities, HR departments can reduce manual data entry, streamline onboarding, and simplify records management.
Protect confidential employee information, reduce administrative workloads, support compliance requirements, and give HR teams faster access to critical personnel documents.
How Does Workflow Automation Help HR teams?
With Recordsforce HR Workflow Automation, tedious tasks like expense reports, vacation requests, and performance reviews are automatically routed to the right person for approval—no more delays, lost paperwork, or manual follow-ups. Our Human Resource Automation Solution saves valuable time, reduces costs, and ensures a seamless, efficient approval process
Human Resource Electronic Forms
Recordsforce Cloud’s E-Forms can completely eliminate the need for paper forms in your Human Resource department. No longer use valuable personal for data entry or forms filing and retrieving. E-Forms allow you to automate the capture of any employee data from a completed E-Form.
Recordsforce Cloud makes creating an E-Form a snap. Even better, Recordsforce can create the E-Forms for you as part of our implementation to help secure better compliance with internal requirements, as well as all legal or regulatory mandates.
Automate Your Human Resources Workflow
Our Digital Mailroom for HR eliminates manual data entry, speeds up approvals, and ensures secure, organized document management. From onboarding paperwork to benefits enrollment and employee records, our automated solution reduces errors, enhances efficiency, and keeps your HR team focused on what matters most—your people.
Automated Routing
Seamless Integration
Secure Digital Storage
Real-Time Tracking
Customizable Workflows
Case Studies:
Discover how we’ve helped businesses like yours achieve streamlined workflows, cost savings, and operational success. From transforming mailrooms to digitizing extensive archives, our tailored solutions deliver measurable results.
Digital Mailroom for HR Frequently Asked Questions
What types of HR documents can a digital mailroom process?
Recordsforce can process virtually any incoming HR document, including employment applications, onboarding paperwork, I-9 forms, W-4 forms, benefits enrollment documents, employee records, payroll correspondence, performance reviews, workers’ compensation documents, unemployment claims, and employee mail. Documents are digitized, indexed, and securely routed to the appropriate HR personnel or business system.
Can Recordsforce integrate with our HRIS or document management system?
Yes. Recordsforce can securely deliver documents and extracted data to your Human Resources Information System (HRIS), document management system, payroll platform, cloud storage solution, or other business applications through secure file transfer, APIs, or customized integrations that fit your HR workflows.
How does a digital mailroom help support remote and hybrid HR teams?
A digital mailroom provides secure digital access to incoming HR documents from anywhere. Whether employees work in the office, remotely, or across multiple locations, authorized HR staff can securely review, search, and manage employee documents without relying on physical mail.
How does a digital mailroom improve employee onboarding?
A digital mailroom accelerates onboarding by digitizing and routing new hire paperwork as soon as it is received. HR teams can quickly access employment documents, benefits forms, and onboarding packets, reducing administrative delays and helping new employees become productive sooner.
How does a digital mailroom protect confidential employee information?
HR documents often contain sensitive personal and financial information. Recordsforce protects these records through secure processing facilities, encrypted file transfers, controlled access, chain-of-custody procedures, audit trails, and SSAE-18 SOC 2-compliant processes, helping organizations safeguard confidential employee information throughout the document lifecycle.
How can a digital mailroom reduce administrative work for HR departments?
By automating mail receipt, document scanning, indexing, and routing, a digital mailroom eliminates many repetitive administrative tasks. HR teams spend less time sorting paper, entering data, and filing documents, allowing them to focus on recruiting, employee engagement, compliance, and strategic initiatives.
Sysco
“Being in Human Resources, we need to keep any past employee’s records permanently. Without Recordsforce, I would be swimming in paperwork.”
-Ludeen Maguy
Grow Therapy
“Recordsforce has been an incredible partner and helped optimize our mail workflows. Highly recommend!“
-Sean Reiff
Boston Celtics
“Since we started using Recordsforce, finding our documents is faster than a fast break.”
-Andrew Rice
Why Choose Recordsforce?
Performance
State of the art scanning technology & highly trained and experienced staff.
Accuracy
Strict quality control process ensuring the highest of accuracy.
Commitment
We operate within a secure SSAE-18 SOC 2 Compliant facility.
Experience
We have over 20+ years of document scanning & management experience.