Located in the northern part of Limburg, Bergen is a sprawling municipality where investing in the future and focusing on community well-being are of central importance. Internally, however, the municipality was facing a limitation: physical personnel files could only be accessed from one location at a time. This significantly restricted both accessibility and efficiency. The solution? A collaboration with Archive-IT.
From Information Silos to Centralised Access
Bergen’s HR department uses Centric software, in which much personnel information was already recorded digitally. However, physical personnel files were still in use. This created so-called information silos—fragmented data across multiple locations—limiting safe access and creating inefficiencies.
Following a positive experience with Archive-IT by neighbouring municipality Gennep, Bergen decided to get in touch with Archive-IT to explore the digitisation of their personnel files.
A Tailored and Structured Approach
Archive-IT presented several options, after which the municipality chose to begin with an internal clean-up operation. With sufficient internal capacity, Bergen opted to cleanse the files themselves—ensuring compliance with the GDPR and aligning the content with the digital structure already in place within Centric.
Archive-IT supplied pre-defined tab sheets in advance, which were inserted during the clean-up process. Close contact was maintained throughout the project to monitor progress. Once the clean-up was complete, Archive-IT carefully digitised all files, fully prepared for seamless integration into Centric.
Tangible Results and Key Benefits
The digitisation of the personnel files brought about immediate and measurable improvements for the municipality:
- Files are accessible anytime, anywhere by authorised staff members.
- Significant time savings thanks to quick file retrieval with just a few clicks.
- GDPR-compliant digital records, ensuring privacy and data protection.
- Valuable physical space freed up within the organisation.
- One central information source for all personnel data.
- Greater transparency for employees, who now have direct access to their own records.
With this digitisation project, Bergen Municipality has taken a major step towards more effective information management and future-proof HR processes.