Why Employers Suck Up Scanned Copies: The Hidden Reasons Behind the Document Request

Have you ever been asked to provide scanned copies of your documents during the hiring process? It can be a bit of a hassle, but there are actually several important reasons behind this practice. The first and perhaps most obvious reason is to create an electronic personnel record without the company having to physically scan the documents. This saves time, resources, and reduces the risk of inaccuracies or damage to the documents. However, there is more to this seemingly simple procedure. In this article, we will delve into the hidden reasons behind why employers ask for scanned copies of documents, as well as explore the benefits of adopting such a practice. Let's get started.

Efficiency and Time-Saving Measures

One of the primary reasons for asking for scanned copies of documents is efficiency and time-saving measures. The process of manually storing, managing, and searching for physical documents can be incredibly time-consuming. By requesting scanned copies, employers can create an electronic personnel record that can be easily stored, accessed, and managed.

Security and Reliability

Another key reason employers request scanned copies of documents is to ensure the security and reliability of the information. Physical documents can be susceptible to damage, loss, or alteration. In contrast, electronic documents can often be protected by security measures such as encryption, access controls, and backups. By having a digital copy of the documents, employers can ensure that the information is securely stored and easily accessible in case of an emergency or unexpected situation.

Compliance and Record Keeping

Employers are often required to maintain detailed records of employee information, such as employment history, performance reviews, and medical records. By requesting scanned copies of these documents, employers can ensure that they have a complete and accurate record of each employee's information. This is especially important for ensuring compliance with various laws and regulations, such as those related to employee rights, data protection, and record-keeping.

Cost-Effectiveness

Requesting scanned copies of documents can also be more cost-effective for employers. Unlike physical documents, electronic documents do not require storage space, filing cabinets, or the cost of replacing damaged or lost documents. Additionally, the process of scanning documents can be automated, further reducing costs and increasing efficiency.

Improving Service and Communication

By asking for scanned copies of documents, employers can also improve service and communication with employees. Electronic documents can be easily shared and accessed, making it easier for employees to provide updates, request information, or submit documents. This can lead to a more streamlined and efficient hiring and onboarding process, as well as improved communication throughout the organization.

Conclusion

In conclusion, employers request scanned copies of documents for a variety of important reasons. These include efficiency, security, compliance, cost-effectiveness, and improved service and communication. By understanding the hidden reasons behind this common practice, employers can better appreciate the benefits of adopting such a procedure. So the next time you are asked to provide scanned copies of your documents, remember that it is all for a good cause!