Simone de Meulemeester
Marketing assistent
18 June 2018

In an ideal situation, the paper personnel archive would be digitised and integrated in a trusted, familiar system. There are several HRM-departments, branch wide, who are considering this move or are already making it. This is an important matter in the context of securing privacy of personnel data. Yet we still see a lot of organisations who think they have to spend a lot of time and work on this themselves. The opposite is true.

Curious about the impact of the digitising process of personnel files? Read on!

Explicit appointments, clear planning

An experienced advisor will support you in the decision making process. Thanks to the broad experience we have with digitising personnel files, we can support you in an efficient way in the choices you’re making. Together, we will look at the current, physical personnel file. How does it look? Which tab structure is being used? We will also look at the digital wish and decide which things are important. A couple of examples:

In which form would you like to see your digital personnel files?

There are various possibilities for digitising the files. Decisions about this will be made in advance. An example is the choice between scanning the documents in the way you defined them or scanning them in the way the physical file is built up.

Would you like to scan the files in colour or in black and white?

We advise you to only scan the files in colour, if that colour has a function. The in colour scanning results in bigger files. Are there any copies of passports or ID’s in the files? In that case we will only digitise the concerning page in colour. The reason behind this is that if we scan those copies in black and white, you can’t read the image anymore.

Would you like to provide the files of OCR (Optical Character Recognition)?

In case you want the files to be completely searchable, we can add OCR to the process. This is optional.

Clean up yourself?

A lot of times organisations consider cleaning up their files themselves. In this case they remove certain paper information of the physical files. In this way you will reduce the digitising costs. However, it is very important to take this in consideration before you decide. The cleaning up is very time consuming and therefore you need to ask yourself if it balances out the extra costs of the amount of extra pages for digitising.

Directly in your familiar system

If you want, we can digitise a couple of test files in advance. You can judge these and if something needs to be adjusted we can do this easily before we digitise the whole bulk. After the scan process, we will provide automatic import in your current system. Well-known systems are AFAS or Raet. You don’t need to do anything yourself. We will make sure that the digitised file will appear below the right personnel member! Simple, safe and reliable!

Access during digitising

It is a misunderstanding that you can’t reach you’re personnel files during the digitising process. Imagine that the digitising trajectory would take three weeks; you probably can’t miss your files for that long. Our rule of thumb: transport is the only moment you can’t reach your files. According to the strict registration process when the files arrive at I-FourC, you can request your files in those three weeks. Those will be digitised in advance, so you won’t experience any nuisance during the digitising process.

 

As you may have read, it is particulary the decision making process which takes any of your time. You will get advice from I-FourC so you can make the right decisions. From that moment on, all the work will be taken out of your hands and the only thing that counts is the delivery of the result within the arranged time.

Tailored advice, free of obligation? We’ll be happy to help!

 

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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