Challenge
Our client is a global leader in digital reality solutions, combining sensor, software, and autonomous technologies and providing engineering and geospatial software solutions to various industries. The client employs over 24,000 employees in 50 countries and has been in business for over three decades. As a result, it has faced several challenges related to its HR personnel files.
- The volume of physical files that needed to be stored and managed
- The process of manually indexing each file by employee name was time-consuming and error-prone, leading to potential data inaccuracies or misplaced files
- Another challenge was the risk of data loss or breaches, as physical files could be lost, stolen, or damaged
Solution
- In May 2022, Exela provided document digitizing services to the client for its human resource personnel files. The project involved scanning and indexing boxes of records, each containing HR files. Exela prepared each file for scanning, scanned them at 200 dpi in black and white, and indexed it according to a specified naming convention. The digitized documents were delivered to the client on a USB. Exela prioritized the boxes that contained the active employee files to ensure there was no downtime for the HR team in real time. These documents were held for sixty days and then securely shredded.
- Exela’s document imaging and indexing services enabled the client to digitize its personnel files, making them easier to manage and access. The digitizing process reduced the risk of misplacing or losing the files, ensuring authorized personnel could access them when needed. The naming convention used for indexing the files made it easy to search for specific files based on employee names, further improving the HR department’s workflow efficiency. Exela’s document digitizing services provided a cost-effective solution for the client’s HR department. The project outcome highlighted Exela’s expertise in providing digital solutions that enhance workflow efficiency and data accessibility.
Benefits
- Improved Access to Personnel Files: With digitized personnel files, the HR department’s time spent searching for physical files is reduced by 50%. This could translate into an estimated cost savings of $10,000 per year
- Reduced Risk of Data Loss: Digitizing personnel files could reduce the risk of losing or misplacing documents by 80%. This could potentially save the company $5,000 per year in data recovery or legal costs
- Increased Productivity: With streamlined access to digitized files, the HR department could increase its productivity by 30%, leading to faster processing times for employee requests and reducing employee frustration
- Improved Data Security: Digitizing personnel files and securely shredding physical documents could improve data security and privacy, potentially reducing the risk of data breaches by 75%
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