Digitalization of Personnel Files for Retail Enterprise
The retailer faced challenges with paper records and inconsistent procedures across locations. To address these issues, Aspecta implemented the Solvedio solution for digital document management to streamline and standardize HR processes. By digitizing files and centralizing storage, the organization enhanced data accessibility, compliance, and security while reducing administrative burdens.
Key points:
✓ Digitization of personnel files for a grocery retail company.
✓ Implementation of the Solvedio platform for centralized document management.
✓ Standardization of documentation procedures across all branches.
✓ Increased efficiency and reduced administrative costs.
✓ Data security and automation of compliance with legal requirements.
16. October 2024 ┃ 7 minutes reading
Client
The client is a significant grocery retailer in Slovakia, managing numerous locations and employing thousands, including many seasonal and part-time workers, to accommodate peak periods.
Key characteristics include:
- Paper-Based Records: Employee records were primarily paper-based, complicating quick file access and leading to inefficiencies and delays in fulfilling audits or employee inquiries.
- Management of personnel documentation for full-time and temporary employees, including contracts, tax records, performance evaluations, and compliance-related documents. .
- Various regulatory requirements demand accurate and secure employee documentation across multiple regions.
With rapid expansion and operational complexity, the organization faced fragmented personnel records, inconsistent document management practices, and labor-intensive HR processes.
Challenge
The retailer encountered several critical challenges in managing personnel files across various locations:
- Paper records: Employee records were predominantly in paper form, making it difficult to access files quickly, leading to inefficiencies and delays in meeting audit requirements or staff queries.
- Inconsistent Documentation Practices: Different locations used varying documentation and storage methods, creating inconsistencies and challenges in meeting compliance standards.
- Compliance Risk: Without a centralized system to track employee documentation, compliance risks surfaced, especially for certifications, tax records, and adherence to labor laws.
- High Administrative Costs: Physical records require significant manual handling, with high administrative costs tied to filing, storage, and retrieval in larger offices.
- Security Concerns: Physical files risked loss, damage, or unauthorized access, posing data security and GDPR compliance concerns.
Solution: Solvedio’s Personnel Digital Files
The retailer adopted Solvedio’s digital document management solution to address these challenges, centralizing personnel files and automating critical HR processes to enhance compliance and improve data security.
The key components of the solution included:
Centralized Digital Document Repository: All employee records were digitized and organized within a centralized digital repository, providing accessible, location-independent storage. Personnel files—including contracts, tax forms, and compliance documents—could be retrieved efficiently from anywhere.
Standardized File Management: A structured framework for file organization ensured consistency across all locations, with designated folders for each document type, such as certifications, contracts, disciplinary actions, and health records.
Automated Document Processing: Digitalized documents were scanned, and the scanned data was automatically processed. Key information related to the document type and its content was extracted during processing. This data was then classified, allowing documents to be automatically assigned to the relevant employee, document type, and workflow processes, ensuring seamless integration into ongoing HR activities.
Automated Compliance Management: Automated alerts tracked document expiration dates for key documents, such as permits and certifications, reducing non-compliance risk. Compliance checklists ensured that labor laws uploaded all necessary documentation.
Secure Document Management: Advanced encryption secures personnel files, and role-based access controls restrict access to authorized users only, meeting GDPR and data protection standards. .
HR Workflow Automation: Optical Character Recognition (OCR) enabled the system to identify and categorize document types, improving archiving accuracy. Employee self-service allowed staff to upload essential documents directly, and managers could add performance reviews, creating a comprehensive record accessible during evaluations.
Results and benefits
The Solvedio platform delivered substantial benefits:
✓ Increased Efficiency: Centralized digital storage reduced document retrieval time by 60%.
✓ Improved Compliance: Automated document tracking reduced compliance risks and ensured up-to-date records.
✓ Cost Savings: The shift from physical records significantly reduced administrative costs.
✓ Enhanced Security: Encrypted storage and role-based access controls protected sensitive information.
✓ Scalability: The system accommodated ongoing growth without additional physical storage needs.
Conclusion
Through the Solvedio platform, the retailer transformed HR documentation practices, reduced compliance risks, and improved operational efficiency. The scalable, secure solution enabled seamless document management and empowered HR teams to focus on strategic initiatives, supporting continued growth.
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