How Belron UK Improved Efficiency with HR Record Scanning
Storetec have delivered an outstanding solution. Their expertise in digitising and managing HR records has transformed the way we work, bringing efficiency and security to our processes. The MDI Cloud system is intuitive and has made accessing our files a breeze. We highly recommend Storetec for their professionalism and quality service.
Who
The Client
Belron UK is a leading provider of vehicle glass repair and replacement services, known for their commitment to high standards and customer satisfaction. With a significant workforce spread across various locations, Belron UK faced the challenge of managing a vast number of HR records, both for current employees and leavers. They needed a comprehensive solution to digitise their existing paper-based records and unify all digital HR files into a single, efficient system.
What
Client Requirement
Belron UK sought a partner to:
Digitise HR Records: Scan and digitise all HR records, including those of current employees and leavers, eliminating the reliance on physical files.
System Implementation: Provide a document management system (DMS) that could centralise all employee records into one secure location.
Data Migration: Migrate existing digital HR files into the new system to ensure seamless access and management.
Compliance and Security: Ensure the solution complies with GDPR and internal document retention policies.
Efficiency: Streamline the process of managing HR records, improving overall efficiency and reducing the time spent on record retrieval and management.
The project aimed to replace outdated, time-consuming processes with modern, efficient digital solutions, enhancing the overall experience for their HR team and employees.
Why
Why Storetec
Belron UK selected Storetec for this project due to:
Consolidation of Suppliers: Storetec’s ability to handle all aspects of the project—from scanning to digital migration—allowed Belron UK to consolidate their supplier base, simplifying management.
Security and Compliance Expertise: Storetec demonstrated strong credentials in data security and GDPR compliance, crucial for handling sensitive HR records.
System Functionality: The functionality of Storetec’s MDI Cloud system was pivotal in the decision, offering a user-friendly, efficient solution for managing HR files.
What
What We Did
Storetec provided a comprehensive HR records digitisation solution that included:
Scanning and Digitisation: We scanned and digitised approximately 350,000 HR documents, converting them from paper to digital format.
Data Migration: Storetec successfully migrated all existing digital HR files from SharePoint into the new MDI Cloud system, ensuring a unified repository. This amounted to approximately 17GB of data.
MDI Cloud Implementation: Belron UK now uses the MDI Cloud system to quickly locate and manage HR files. This includes the daily filing of documents and the ability to drag and drop files from Outlook directly into the system.
Retention Management: The solution also supports retention management, ensuring that only relevant employee documentation is kept, in line with GDPR and best practices.
Benefit
Benefits
The implementation of Storetec’s solution has significantly improved Belron UK’s HR processes:
Centralised Digital System: All HR records are now stored in a single, secure digital system, making it easier for the HR team to manage and retrieve files.
Space and Efficiency Gains: The digitisation of documents has freed up physical space and streamlined processes, reducing the time spent on administrative tasks.
Compliance and Security: The new system ensures that Belron UK remains compliant with GDPR and internal policies, providing peace of mind regarding data security.
