TORONTO, ON — Data Repro Com Ltd. (DRC) has completed a national-scale digitization project for a major Canadian enterprise retail furniture retailer, converting 720 boxes and more than 2.2 million pages of human resource records into a secure, fully indexed digital archive. The records originated from 22 separate locations across Canada, reflecting the kind of decentralized, multi-site paper archive common among large national employers — personnel files, payroll history, benefits documentation, and employment records accumulated across decades and dispersed regional offices with no single point of control or consistent filing standard.

 

Before a single box moved, DRC's team worked with the client on data management and information architecture consulting to design an indexing structure suited to enterprise HR records — then applied DRC's standard diligent chain-of-custody process to bring all 720 boxes in from 22 sites to DRC's secure production facility. Each site's inventory was verified and manifested at the box and file level, tracked through DRC's Datatrac inventory management control system, and moved under dual-signature receipt and DRC-supervised transportation in accordance with RCMP guidelines for the transport of confidential and protected information — giving the client a complete, auditable chain of custody from the moment records left their original location to final digital delivery.

 

Once in production, every file was scanned and indexed down to the document group and document type level — separating personnel actions, payroll records, benefits enrollment, performance documentation, and other HR document types into a consistent, granular structure rather than a single large “employee" PDF file. DRC established a Quality Reference Standard at project outset, agreed with the client before full-volume production began, and applied dual in-line and secondary QA review throughout capture and indexing to ensure image quality and index accuracy met that standard across all 2.2 million pages. Captured content was then formatted to align with the client's enterprise indexing architecture for HR records, ensuring every document would load cleanly into the client's systems with the correct metadata, folder structure, and document-type classification already in place.

 

The finished digital archive was delivered into Microsoft SharePoint as an intermediate secure repository, giving the client immediate, organized access to HR records company-wide while staging the content for future ingestion into the corporation's enterprise content management solution. “This is a textbook example of what a disciplined, multi-site conversion project should look like,” said Barry Braun, Vice President of Business Development, Data Repro Com Ltd. “The client didn't just get 2.2 million scanned pages — they got a defensible chain of custody from 22 offices to one archive, an indexing structure built for their HR systems specifically, and a clean landing zone in SharePoint that sets them up for a much easier move into their long-term ECM platform.”