Do you still work with paper personnel files in your organisation? Now is the time to digitise. Although we already work digitally to a large extent, there are still HRM departments, branch-wide, that keep the history on paper. This is also a matter of great concern in the context of guaranteeing the privacy of employees' personal data. Nevertheless, we regularly hear that organisations expect to have 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.

Good agreements, clear planning

An experienced consultant supports you in making choices. Thanks to the extensive experience that we have with the digitisation of personnel files, we provide targeted support in making choices. Together, we look at the current, physical personnel file. What does it look like? What is the tabular structure? We also look at the digital wish and determine a number of matters that are important. A number of examples:

  • In what form would you like to see your digital personnel files?
    There are various options for digitising the files. We make decisions about this in advance. Think of scanning at document level, tab level or file level.
  • Do you want to scan the files in colour, grey scale or black and white?
    We recommend scanning the files in colour only if colour has a function, for example in the case of graphs or tables. Scanning in colour results in larger files. We will always scan a number of test files in advance. You can then always change your choice. Did you know that it makes no difference in terms of costs whether you scan in colour, greyscale or black-and-white with us?
  • Do you want to equip the files with OCR (Optical Character Recognition)?
    If you want the files to be fully searchable in digital form, we need to add OCR to the process. For optimal ease of use, this is a valuable addition during the digitalisation process. Would you like to know more? Download our white paper on digitalising personnel files here!

Cleaning up yourself?

Organisations often consider cleaning up files themselves in advance, by removing certain paper information from the physical files. This reduces digitisation costs. However, it is very important to make a good consideration here. Cleaning up is time-consuming, so you have to ask yourself whether the extra costs of a few extra pages for digitisation outweigh the time it takes to do so. It is also possible to use classification to digitally filter out certain types of documents, which saves a lot of time.

Directly into your trusted system

At the end of the scanning process, we take care of an automatic import into the system you are already working with. Frequently used systems are AFAS or VISMA | Raet. We make sure that the digitalised file appears under the right staff member. This creates one environment with all personnel information. Do you not yet have a (suitable) system to manage the digital information? We have solutions for this as well. Simple, safe and reliable!

In practice

An example from practice: Brabantia has chosen to realise access for authorised employees 'at the press of a button' by means of digitalisation. "During the digitisation process I especially liked Archive-IT's proactive attitude. The moment I didn't get a response, they immediately sent me a message asking if I needed any help. The employees of Archive-IT are really on top of things to make sure everything runs as smoothly as possible and according to the agreed planning. If I had any questions, they always helped me neatly, quickly and in a friendly way; I find that very pleasant and important," said Petra Hasselo, HR Manager Brabantia. Read more about other customers who preceded you.

Digitising personnel files within your organisation provides various benefits. Among other things, it increases transparency for your employees. There is one overview with all information of each employee and the information is also available outside office hours. Would you like a tailored advice without any obligation? Contact us here!

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