The Rooi Pannen is an educational institution offering both vmbo (pre-vocational secondary education) and mbo (secondary vocational education) programmes, known for its practical and entrepreneurial approach to teaching. The organisation aims to reflect that same professionalism and efficiency within its internal processes. Managing personnel files and physical archives played an important role in achieving this. Tobias Lansbergen, Learning & Development Officer at HR, shares his experiences of working with Archive-IT.
Verbouwing, ruimtegebrek en bewaarplichten
Due to a recent renovation and relocation, managing the physical archive became a challenge. Cabinets full of files took up valuable space, were vulnerable, and not always easy to locate. Moreover, privacy-sensitive documents had to comply with statutory retention periods. “During the renovation, I was made responsible for clearing out the archive. The files were hardly ever consulted, took up a lot of physical space, and contained sensitive information. In addition, it’s impossible to create a back-up of paper documents, even though that would be desirable for our organisation,” says Tobias.
Why Choose Archive-IT Again
The Rooi Pannen had previously had positive experiences with Archive-IT when digitising personnel files for active employees. That laid the foundation of trust. “The decision was quickly made. Our previous collaboration was pleasant and professional. Personally, this was my first time being involved in such a process, so I took the time to learn how Archive-IT operates, how they comply with the GDPR, and what possibilities they offer. Based on that, we sought their advice once again.”
Digitisation and Physical Structuring
Archive-IT actively contributed ideas for the most effective approach. All employee personnel files were fully digitised and integrated into AFAS. “Although the files of former employees were not digitised at the same time as those of current staff, Archive-IT set everything up in the same way. That works extremely well for us. Now, all personnel files – both current and former – are fully available digitally in our AFAS system.”
In addition to personnel files, the organisation also managed other archives containing privacy-sensitive information. Not all documents were suitable or necessary for digitisation, so Archive-IT assisted in mapping out the physical archive and provided advice on secure storage in a professional archive facility. “We decided to store certain documents securely in physical form – for example, documents subject to legal retention requirements, informative materials, and records not needed on a daily basis. Archive-IT provided excellent support and advice on this.”
Results and Benefits
The collaboration with Archive-IT provides the Rooi Pannen with long-term structural benefits:
- Digital overview: all personnel files centrally accessible within AFAS
- Space saving: freeing up physical archive space for potential new workplaces
- Manageability: no more scattered storage across different locations
- Secure storage: physical documents structured and stored in a secured archive facility
- Efficient process: short lines of communication and proactive solution-oriented thinking
Pleasant Collaboration
“The cooperation with Archive-IT was fast and professional. They actively thought along with us, asked the right questions, and made us aware of choices and their implications, allowing us to make well-considered decisions every step of the way. They also handled the time pressure caused by the relocation excellently. Archive-IT carefully assessed our needs and identified which combination of services best suited them. In addition, they aligned seamlessly with earlier projects: thanks to a pilot and a uniform approach, all files were processed consistently. That combination of flexibility, proactive thinking, and a future-oriented approach has made a real difference for us.”
We thank the Rooi Pannen for their trust!