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?
Committed to Top-Tier Security Standards
Your data’s safety is our priority. Our certifications and advanced security measures demonstrate our unwavering commitment to protecting your information at every stage of the digital mailroom process. From secure mail receipt to digitization and data delivery, we ensure the highest levels of compliance and confidentiality. Whether handling sensitive documents or critical business communications, you can trust us to safeguard your data with precision and care.
Human Resources Document Scanning
Managing HR paperwork shouldn’t slow your team down. Our SSAE-18 Type II compliant solution ensures the highest level of security while efficiently capturing, processing, and organizing your critical HR documents. From onboarding forms to employee records, our Human Resources Digital Mailroom eliminates time-consuming manual tasks.
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 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-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 II Compliant facility.
Experience
We have over 20+ years of document scanning & management experience.