Frequently Asked Questions

Q: How do I order Personnel File Envelopes for scanning?
A: You can order Personnel File Envelopes through Distribution Services’ mail supplies order form. See our step-by-step guide “How to Order Personnel File Envelopes” for instructions.

Q: How much does it cost to have my files scanned?
A: Scanning and digitization of paper files is a complimentary service provided by the PROs team.

Q: What is the turnaround time for scanning?
A: Files are typically digitized within 3-10 business days, depending on the scanning volume.

Q: How do I request a copy of my personnel file?
A: Submit a PROs Internal File Transfer Request. Your department or school HR must review and approve the request before the PROs admins can send you a downloadable email link to access your file.

Q: How do I send a copy of a personnel file in PROs to another UC?
A: Submit a PROs External File Transfer Request. The request must be reviewed and approved by your department or school HR, followed by Risk Services. Once approved, PROs admins will transfer the file via a downloadable email link to the designated UC representative.

Q: Why can’t I find an employee in PROs?

• • Active Employees: PROs access is granted based on KFS Organization Codes and KFS Account Numbers. If you do not see an employee’s file, you may need additional access.
  • Separated Employees: When an employee leaves the university, their PROs account is automatically updated, and their KFS access is removed, revoking department and school access. However, Global Access, Central HR, and Payroll roles will retain access to these files until retention requirements are met.
  • Employee transferred to a new department: PROs is UC Path-integrated. When an employee’s department account is updated in UC Path, their file access in PROs will also update automatically.

Q: How do I remove a file in PROs?

A Records Removal Request must be submitted by the Human Resources or Personnel Coordinator for your department or school. The request must be reviewed and approved by your department or school HR before it can be processed by the PROs admin team.

Q: Can I submit multiple documents at the same time?
Yes. Multiple files may be uploaded with a single request. All uploads must be of the same file type and will be converted to the same selected output format.

Q: Is there a limit on how many documents I may convert?
No. You may convert as many files as necessary.

Q: How will I know if the file has been successfully submitted?
A confirmation message will be displayed once your file has been uploaded.

Q: How will I receive my converted document?
The converted file(s) will be sent to your inputted email address from SensusAccess.

Q: How long will it take to convert my files?
Processing time will vary depending on the size and file type of the upload and the selected type of conversion. For example, smaller documents may take a few minutes, while converting a text document to an MP3 file may take a few hours.

Q: What do I do if I don’t receive my converted documents via email?
Refer to the points below if you haven’t received any files from SensusAccess yet:

• Did you allow enough time for the file to be converted?
  Processing time ranges between a few minutes to a few hours, depending on the upload size, file type, and requested conversion format.
• Did you check your spam folder for an email from SensusAccess?
  Remember to mark emails from SensusAccess as not junk.
• Did you enter your email address correctly?
  If you are unsure, resubmit your document with the correct email address.

Q: Can SensusAccess translate uploaded documents into a different language?
No. SensusAccess does not currently support language-to-language translation.