In the ideal situation, the paper personnel archive is digitised and integrated into the familiar system that is already in use. There are many HRM departments, industry-wide, that are making or want to make this step. In the context of safeguarding the privacy of employees’ personal data, this is also a major focus of attention. Nevertheless, we regularly hear that organisations expect to spend a lot of time and work on this themselves. The opposite is true. Curious about the impact of the digitisation process for personnel files? Then read on quickly.
Good agreements, clear planning
An experienced advisor supports you in making choices. Thanks to the extensive experience we have with the digitisation of personnel files, we can provide targeted support in making choices. Together we look at the current, physical personnel file. What does this look like? Which tab structure is used? We also look at the digital wishes and determine a number of important issues. A number of examples:
- In what form would you like to see your digital personnel files back? There are several possibilities for digitizing the files. We make decisions about this beforehand. Think of scanning under the types of documents you have defined or scanning as the physical file has been built up.
- If you want to scan the files in color or black and white, we recommend that you only scan the files in color if color has a function. Colour scanning creates larger files. Are there copies of passports or IDs in the files? In that case, we only digitise that page in colour. If these copies are scanned in black and white, an unreadable image is left.
- If you want the files to be provided with OCR (Optical Character Recognition), we need to add OCR to the process if you want the files to be fully searchable in digital form. This is optional.
Self-cleaning?
Organisations often consider cleaning up their own files in advance, extracting certain paper information from the physical files. In this way, you can reduce the costs of digitisation. However, it is very important to make a good assessment of this. Cleaning up is time consuming, and you have to ask yourself whether this outweighs the extra costs of a number of extra pages for digitisation.
Directly into your trusted system
If you need it, we can digitize a number of test files in advance. These can be assessed and if things need to be adjusted/adjusted, we can easily adjust them before we digitise the entire bulk. At the end of the scanning process, we will take care of an automatic import into the system you are already working with. Frequently heard systems are AFAS or Raet. No action is required from you in this regard. We make sure that the digitized file appears under the right staff member. Simple, safe and reliable!
Accessibility during digitisation
It is also a misunderstanding that at the time of digitisation you could not access your personnel files. Suppose the digitisation process takes three weeks; you may not be able to miss your files at all for that long. Our rule of thumb: transport is the only moment that you cannot access your files. Thanks to a strict registration procedure as soon as you arrive at Archive-IT, you can request your files within those three weeks. These will then be digitised for you as a matter of priority, so that you will not be inconvenienced by the digitisation process.
As you may be able to read, it is mainly the choices made in advance that require an investment of time from you. You will receive advice from Archive-IT so that you can make the right decisions. From that moment on, all the work is taken off your hands and all that matters is that the result is available to you in the system you are already working with within the agreed time.