Recruiting, hiring, and retaining the best people takes more than luck. The products you produce and the services you provide can only happen by employing the best people in your industry, and the same goes for academic staff responsible for student populations. HR professionals are only as effective as the information they can access. ILM gives administration and HR teams document scanning, mailroom outsourcing, and document management so personnel files, applications, and confidential correspondence are accessible anytime, shareable with the right people, and updated as new information arrives.
HR mail is confidential by default, and the mailroom rarely treats it that way.
Sensitive correspondence gets opened by whoever handles the mail that morning.
When a grievance or a medical note goes missing, there is no trail to follow.
One person's vacation and the confidential pile sits until they are back.
Do you struggle with:
Common HR document types we capture:
Applications
Grants
I-9 forms
Job postings
Payslips
Performance reviews
Recommendations
Reference letters
Resumes
Scholarships
Sick leave forms
Transcripts
Vacation requests
W-2 forms
What changes once ILM handles HR mail and personnel records.
Sensitive items identified on arrival and handled under restricted access.
Delivered to the individual who should see it, not to a shared inbox.
A documented chain of custody on every piece, with timestamps.
The process runs whether your team is in the office, at home, or away.
Four services, one team, so personnel information is captured once and available to everyone who should see it.
Each business day we collect, prepare, digitize, and deliver your inbound mail as searchable PDF files you can act on and share. Secure, PII and HIPAA compliant, with automated workflows, audit trails, and records retention.
PDF, MS Office, and dozens of other formats securely managed. Full-text and metadata search, controlled access by authorized users, available from your desk, tablet, or phone.
Unlimited workflows using watched folders to route documents for review, approval, or other actions. Automatic notifications, reminders, complete audit trail, and redundancy so nothing is forgotten.
Backfile, day-forward, or relocation scanning of personnel files and incoming documents into PDF or TIFF, indexed so any file is found in seconds.
Which senders, which document types, which recipients
Role-based access, set by you and changed by you.
Searchable personnel files and a full access log for every piece of mail.
We become an extension of your HR team. Within a few weeks we understand which records are sensitive, begin capturing them, and set up the access rules and exception handling your policies require.
We map your document types, who is allowed to see each one, and what your retention obligations are, then craft a proposal around that.
A dedicated team configures routing, restricted-access rules, and your document management integration. Nothing goes live until it is tested against real files.
Your dedicated Project Manager reports on volumes, turnaround, and access logs so you always know where a record is and who has touched it.
Not with us yet? Start with the digital mailroom and add document scanning once your inbound mail is running.
Personnel files carry PII, medical information, and I-9 data. These are the controls behind our HR document scanning and mailroom services, audited every year.
Attested controls
Quality management
Compliant handling
Payment card security
Awesome organization that was able to meet our needs and exceed our expectations.
Central Virginia Housing Coalition
ILM is a great organization. After the first phone call, they are off and running. The timeliness and quality of the product is exceptional. I have them on speed dial.
Service Employees International Union
See whether ILM is the right fit for your HR volume and requirements. A 20-minute call, no pressure. Or call 540-898-1406.
