ADAMS MOREY

This situation presented certain operational difficulties in respect of access, update, and compliance which Adams Morey were keen to address.

Having recently relocated to new premises, the HR team were keen not to take up much of their new accommodation with filing cabinets and consequently sought a means by which current employee records could be maintained and retrieved through electronic means.

It was critical that any solution delivered had the capability to allow secure permission driven access to the employee records and that this could be achieved both within and from outside of the office environment.

Each record should be capable of being retrieved from a database via Adams Morey’s chosen index title criteria and that a search of a files text also be possible.

Following an on-site review of the current filing methods employed by Adams Morey, BPMS were able to advise and prescribe a solution which would allow the HR department to manage their employee records electronically.

This involved organising the physical collection of the existing archive to BPMS’s state of the art scan centre.

Each file then being carefully scanned to produce an absolute facsimile of the original hard copy version and indexed for retrieval in line with Adams Morey’s specific requirements.

Each file was fully OCR enabled to allow Adams Morey’s HR team to carry out a full text search of the contents.

Once fully scanned, indexed and OCR’d, each file was carefully set within BPMS’s software to allow Adams Morey to retrieve any record or groups of records at the click of a mouse.

This software application also allowed Adams Morey complete control over who was able to access the filing to ensure both security and compliance of their critical and sensitive employee records.

No longer are they reliant upon a single hard copy record which was often prone to response delays and potential misfiling.

They are now assured of retrieving exactly the up to date record they require and can transmit this in whole or part without the pitfalls of it being undermined or leaving the office.

Expensive and prestigeous office space is no longer given up to large filing cabinets with the added potential to deliver measurable space and cost savings.

HR Department staff members no longer need to speand time in locating filing and can dedicate more of their time to the long-term wellfare of the company’s employees.