Managing personnel dossiers in more disparate locations is time-consuming and tedious. This is particularly true, if paper documents are to be managed and protection against data loss and unauthorized access has to be ensured. Being the biggest department store chain in Switzerland, Manor wanted to significantly improve the efficiency, security and accessibility from any location for managing its personnel dossiers. Therefore Manor AG decided to turn to the ECM solution from OPTIMAL SYSTEMS and digital personnel dossiers, and entrusted OPTIMAL SYSTEMS partner RR Donnelley to completely digitize personnel dossiers of more than 11,500 employees.
For this purpose, a separate work room was set up that only few people were allowed to enter. The personnel dossiers were sorted manually, scanned and then captured by use of optical character recognition technology (OCR). Metadata were added in the process. The personnel dossiers were fully migrated to audit-proof digital media (PDF/A files). At the 16 locations of the Manor human resources department, data are accessed online while single sign-on technology offers the highest level of usability and security. In practice, the new ECM system was quickly adopted by the HR departments. Streamlined routine tasks and savings, e.g. costs for storage space, copying and transport of the paper files, are clear indicators of the added value the new solution offers.
ECM solutions and scenarios:
- Digitization of the paper archive (approx. 11,500 personnel dossiers) including OCR and indexing
- Full migration to digital personnel records
- Audit-proof administration
- Document conversion of all personnel files to PDF/A format for long-term archiving
- Elaborate authorization system with administration in SAP
- Company-wide access from 16 locations via the Internet
“Our expectations regarding the reduction of the workload, process optimization and security enhancements were fully met.”