With an impending consolidation of facilities and office space plus goal of digital transformation, Canada’s public broadcaster selected Data Repro Com Ltd. (DRC) to provide storage, scanning and active file management services to convert 1,300 boxes of human resource files, into high quality digital output for ingestion in a DRC delivered content management solution from Maxxvault (www.Maxxvault.com).

As part of a comprehensive solution, all provided by a single vendor, DRC is also providing the day-forward scanning solution, leveraging industry leading scanning technology from Kodak Alaris. In a competitive bid process DRC demonstrated its understanding of Human Resources life cycle management and the client’s e-file modernization objectives and challenges.

Already bought in to the vision of digital document scanning, senior management was looking at ways to transition from a paper to digital environment in the shortest possible timeframe. The Department was also concerned about the ability to manage on-going file access needs, during the conversion effort. DRC worked closely with the Department to understand its filing structure, security requirements, and conducted an extensive review of quality requirements given the wide variation in content which included forms and correspondence.

DRC detailed proven transportation, chain-of-custody, document access and quality management processes critical to delivering many other successful large scale long distance document conversion efforts. In this case, the entire file collection was inventoried, boxed and shipped from the Department’s head office in Ottawa to DRC’s head office and production facilities. DRC arranged and managed all of logistics and processes to ensure that  the tractor trailer load of 1,200+ boxes travelled seamlessly to DRC’s facility in Toronto for storage in DRC’s secure records center.

DRC leveraged the data stored within the firm’s HRIS system to ensure that file taxonomies and naming conventions were properly replicated for consistency with existing day-forward scanning efforts. DRC also leverage the firm’s records management database for inventory management, indexing and file reconciliation to ensure quality, accuracy and accountability over the entire process.

DRC also employed Optical Character Recognition to provide HR associates and managers with the ability to search for and throughout documents using key words and phrases. All the while, on-line document requests were coming into DRC to support day-to-day HR business needs. Authorized users within the practice areas logged into DRC’s secure on-line Customer Portal to search for and request client files for return the same or next day.

Once requests were processed, users received email notifications of completed requests plus a link to the DRC Customer portal for secure on-line access to client file images during work-in-process. While file scanning, on-line retrievals and active file management is taking place, files are being securely stored and prepared for eventual destruction.

DRC’s file inventory management system will be the source of file management information which will enable the orderly de-location and certified destruction of 1,200+ boxes. The end result is a seamless conversion by DRC,  a successful and trauma free digital transformation effort and a more effective way of conducting the organization’s vital HR business function.