aemplic 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. aemplic manages the entire process as a complete solution — from collection and preparation through digitization to assignment — including a tailored digitization concept.

First, a tailored digitization concept is created based on your requirements. aemplic 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.

Scan2Employee File is aemplic'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.

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.

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.

Yes. aemplic 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.