SCAN

Scan Services

Digitize Personnel Files — Professional Scanning Service for the Digital SAP Employee File

Centric Scan Services offers a range of services and solutions that enable HR departments across Europe to convert physical personnel files and paper documents into digital employee records—as a complete end-to-end solution that requires no pre-sorting. When outsourcing scanning, Centric handles pickup, preparation, digitization, and assignment; transportation and processing are carried out in full compliance with the GDPR and meet the highest security standards. For in-house scanning, the “Scan2Employee File” scanning software enhances multifunction devices and automatically assigns scanned documents to the correct file.

Scan Services at a Glance

✓ Complete solution for outsourcing all scanning tasks: pickup, preparation, digitization, and classification by Centric
✓ Customized digitization concept—no pre-sorting required by the customer
✓ Transportation and processing fully GDPR-compliant and in accordance with the highest security standards
✓ On-demand scanning: Individual files available within 24 hours
✓ In-house scanning with Scan2Employee File—the software enhances existing multifunction devices and supports the automatic assignment of documents to the correct file (barcode placeholders)
✓ SAP-integrated (BTP/SaaS), Centric is trusted by over 700 organizations in Germany

From paper to digital:

Inventory digitization

1

For scanning paper files and documents in a single step, you have the option of initial inventory file digitization. We will provide you with a customized digitization concept and offer expert support at every step of the way.

2

We take care of the collection, preparation, digitization, and attribution of personnel files according to your specifications, ensuring that all personnel documents end up safely and professionally in their new destination in the digital personnel files.

3

After digitization, you only have to decide what to do with the paper files: storage, destruction, or return.

From paper straight into the digital personnel file

The transformation of your HR processes poses a number of challenges in terms of your company's time and manpower resources. One of the most time-consuming tasks involved in introducing digital personnel files is the digitization of physical personnel files and documents. To support you in this important task, we have developed professional digitization services that free up your valuable resources.

Get the application and customized digitization concept from us as a one-stop solution! Send your personnel documents directly to the digital personnel file in a secure and fast manner.

Scan2Employee File

We provide you with an application that allows you to easily and efficiently transfer paper documents, such as those received from authorities, into digital personnel files in digital form: our Scan2Employee File scanning software allows you to expand your existing multifunction devices.
The archiving process is initiated directly from the scanning device, and thanks to the software, only a few manual entries are required. This reduces the likelihood of errors and lowers costs.
During scanning, barcodes can be added to paper documents, which then remain as placeholders in the digital personnel file. This can be useful, for example, if a signature is still missing.
Once the document has been signed and then scanned, the software recognizes the barcode and automatically files the document in the correct personnel file.
Documents can also be scanned in batches. In this case, the scans end up in the general inbox of the personnel file. There they are sorted and assigned manually. Alternatively, Centric's AI-powered Intelligent Classification Service can be used to automatically categorize and assign the documents.

Your advantages

Customized digitization concept
Relief for internal resources in document digitization and indexing
No pre-sorting or preparation of files by the customer
Capture options even after initial inventory digitization
Automatic upload of newly digitized inventories to the digital personnel file
Scanning on demand: Priority provision of individual files during inventory digitization within 24 hours
Transport, processing, and provision of the file inventory in compliance with GDPR and the highest security standards

Over 180 SAP SuccessFactors HCM systems have already been enhanced with our products.

FAQ

Frequently Asked Questions About Personnel File Scanning and Scan Services

What are Centric Scan Services and who are they for?

Centric Scan Services is a professional digitization service for physical personnel files and HR documents. It is designed for HR departments in organizations that want to convert paper-based records into a digital employee file. Centric manages the entire process as a complete solution — from collection and preparation through digitization to assignment — including a tailored digitization concept.

How does the digitization of existing personnel files work?

First, a tailored digitization concept is created based on your requirements. Centric then handles collection, preparation, digitization, and assignment of personnel files according to your specifications. No pre-sorting or preparation by the customer is needed. The digitized documents are automatically placed in the correct location within the digital employee file. After digitization, you decide what happens to the paper files: storage, destruction, or return.

What is Scan2Employee File and how does barcode filing work?

Scan2Employee File is Centric's scanning software that extends existing multifunction devices. The archiving process is initiated directly at the scanner and requires only minimal manual input, reducing errors and costs. Documents can be tagged with barcodes that serve as placeholders in the employee file — for example, when a signature is still pending. Once the signed document is scanned, the software recognizes the barcode and automatically files it in the correct record.

How are scanned documents assigned to the correct employee file?

During the scanning process, documents are assigned to the appropriate digital personnel file based on unique metadata—such as personnel number, employee ID, and document type. Depending on the project setup, this information can be provided via barcodes, import lists, file names, or AI-powered classification. Documents that cannot be unambiguously identified are flagged for review to ensure that no documents are filed incorrectly.

How secure and GDPR-compliant are transport and processing?

Transport, processing, and delivery of the document inventory are fully GDPR-compliant and follow the highest security standards. Personnel documents are securely and professionally filed at their new destination in the digital employee file.

Can individual files still be provided quickly after the initial inventory digitization?

Yes. Centric offers scanning options even after the initial inventory digitization, including "scan on demand": individual priority files are made available within 24 hours during an ongoing inventory digitization project. Newly digitized records are automatically uploaded to the digital employee file.