About the MetaSource & UKG Partnership
How long has MetaSource partnered with UKG?
Since 2013, MetaSource has been the U.S. national scanning partner for the conversion and uploading of employee files into UKG Document Manager (formerly part of the Ultimate Software and PeopleDoc HR platforms). We have been helping companies go paperless for over 30 years and are experts in document scanning, indexing/tagging, workflow automation software, outsourced digital mailrooms, and cloud document management software. We’re proud of our commitment to quality, security, and superior customer service, and it shows in everything we do.
How many UKG Document Manager conversion projects has MetaSource handled?
MetaSource has digitized more than 26 million pages of employee files for UKG clients. We have successfully converted and uploaded more than 13 million documents to UKG Document Manager.
Why should I work with MetaSource?
Three reasons: experience, security, and our customer focus. We do not believe in one-size-fits-all so our solutions are tailored to your company’s needs. We are your go-to digital conversion partner and will provide you with a stress-free experience.
We have been scanning and uploading employee files into the PeopleDoc platform (now UKG Document Manager) since 2013. We know the platform inside and out and we know what it takes to deliver the best end user experience. Second, we know HR. We process millions of documents for your UKG clients each year. We know the challenges faced by HR professionals and we work alongside you to solve those challenges every day.
We’re all about security. We’re SOC 2 Type 2 certified, our employees are HIPAA compliance trained, and we have multiple layers of security and controls wrapped around our entire process. Receiving a SOC 2 Type 2 Report is a rigorous process for any business. Every year an independent Certified Public Accounting firm must conduct a week-long objective audit of the business’s controls, ensuring they are documented and implemented across systems and processes in at least one of five trust principles: security, confidentiality, availability, processing integrity, and privacy. Organizations that pass this audit receive a SOC 2 Type 2 Report, and at MetaSource we’re proud to have received it every year we’ve been audited.
We’re a customer centric organization, consulting and guiding organizations like yours with best practices and provide outstanding customer service. We’re more than just your vendor, we’re your partner.
About the Process
Can you help my company convert existing HR files to the UKG platform?
We do more than just converting paper into digital images, we can help you upload digital documents from share drives or other legacy systems so you can transition faster and easier to UKG Document Manager.
What types of documents can you scan?
We scan all types, sizes, and volumes of documents including HR employee files, accounts payable files, general business documents, medical records, bound books, lab books, and oversized and long documents.
What is the typical size HR archiving project you handle?
Our production facilities are designed for high volume and quick turnaround document scanning jobs. Many of our HR conversion projects are hundreds of thousands of pages coming in from multiple locations.
How long does it take to scan my documents?
Turnaround time is dependent upon the quantity of work, job specifications, and our facility production schedule. We work with you to ensure your turnaround needs are met.
What happens if all of my documents cannot leave their office at once?
We can create an ongoing pickup schedule with you for smaller shipments so scanning can be done on a rotating basis.
Where are my documents scanned?
Your clients’ documents are digitized at our SOC 2 Type 2 production facilities located across the United States.
How do my documents get to your facility?
We ask that you pack your documents in standard bankers boxes, 10” x 12” x 16”. If needed, we can ship boxes to you. We provide a short guide with detailed packing instructions to ensure documents are transported safely. We partner with FedEx and recommend their Freight Box Service.
What happens if someone needs a document while it is at your facility?
The person simply request the document(s) from their MetaSource project manager and we will securely transfer the documents within a short period of time.
How do you determine pricing?
Our pricing is based on volume and the complexity of the required archive plan.
How can I estimate how many documents we have?
On average, a vertical filing cabinet drawer holds 3,000 to 5,000 pages. A standard bankers box, 10” x 12” x 16”, holds up to 2,500 pages. Multiply the number of file drawers and boxes you have to get your estimated number of documents.
What are your quality control procedures?
Quality control processes are built into our production process from the moment your documents arrive in our facilities to final delivery of your digitized documents and data.
We use proprietary tracking software to track the status and location of every job. Detailed job specifications are signed by our clients before we start any job. Best-in-class scanners deliver high quality images (many times better than the original) and prevent double feeds. Our skilled scanning technicians conduct visual quality control checks during the scanning process and quality control technicians check scanned images for completeness and accuracy. Double key indexing ensures accuracy. Our project managers run final data and images through steps to ensure accuracy, data integrity, and completeness.
How are my documents uploaded into UKG Document Manager?
We built a custom upload utility using APIs so we can securely upload directly to your EFM site.
What do you do with the documents once they have been scanned?
We store your scanned boxes in our facility at no charge for 60 days after delivery of your data and images. After that, we can securely shred the documents and provide you with a certificate of destruction, return them, or ship them to a long-term records storage facility. Most of our clients have their documents shredded.