Case study:
How Laois Offaly ETB digitised and centralised its HR records
Laois Offaly Education and Training Board digitised its HR records and brought scanned and existing digital documents into one online document management system, giving staff a single source of information for storing, locating and managing files.
Product:
Document Scanning & Online Document Management
Industry:
Public Sector
Region:
Ireland
Requirement:
Digitise HR records and centralise document access
Volume Delivered:
130,000 documents, over 200,000 pages imaged
Inbound Source:
Physical HR files and existing digital records on LOETB servers
Read Time: 4 minutes
One central source for HR records
Consistent document classification
Online access for office and remote staff
CASE STUDIES:
Project Perspective
Laois Offaly Education and Training Board (LOETB) is a statutory education authority. It is responsible for education and training, youth work, and other statutory functions. It has over 26 schools and education institutions under its remit.
THE CHALLENGE:
Physical archives and scattered digital HR records
LOETB’s documents were stored in a physical file archive, but access was difficult because of manual access controls and limited categorisation within the files. Staff spent considerable time requesting and accessing the documents they needed.
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Time-consuming file access: staff had to request and retrieve physical documents before they could use them.
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Difficult file sharing and collaboration: paper files were not available online.
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Inconsistent digitisation: existing processes for scanned and born-digital documents made consistency and coordination difficult.
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Digital files in different locations: documents were stored across the LOETB network, making them slower to locate.
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Missing date information: key dates, including contract dates, were sometimes omitted from document metadata, affecting how records could be managed.
For HR files, policies, employment contract management and document retention all depend on accurate information. LOETB needed a consistent structure for its records and a central place to access them.
THE SOLUTION:
HR records digitisation and an online document management system
Kefron supported LOETB’s HR records digitisation, scanning 130,000 documents across just over 200,000 pages and completing two migrations into an online document management system.
- Document classification: A universal taxonomy captured consistent metadata, including contract start and end dates.
- HR document scanning: 800 HR records were digitised and classified over four months, with access disruption kept to a minimum.
- Document migration: Scanned and existing digital files were migrated and tested against LOETB’s requirements.
- Online document management: Metadata tags, including employee names and key dates, helped staff store and retrieve HR records consistently.
- Training and support: Kefron trained staff and provided project and account management support throughout.
THE RESULTS:
A single source of information for HR records
LOETB’s HR files are now secured in digital format online and backed up. Staff working in the office or remotely can store, locate and manage files using different metadata fields, supported by one universal taxonomy.
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Centralised employee records management: scanned and existing digital HR documents are brought together in one system.
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Online access: staff can locate and manage records without relying on the physical archive.
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Consistent classification: one document taxonomy supports a coordinated approach to HR records.
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Key dates captured: contract dates and other relevant information are recorded in document metadata.
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Reduced dependence on hard copy: a central source reduces the risk of files being misplaced or stored in different locations.
What changed for LOETB’s HR team
The move from physical files and dispersed digital documents to a central system changed how LOETB staff access and manage HR information. A common document structure and consistent metadata support day-to-day retrieval and record management.
Less reliance on physical files
A shared structure for HR records
Access for office and remote teams
Date information available for managing records
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Improve access to your HR records
If physical files and scattered digital documents make HR records difficult to manage, talk to Kefron about document scanning and online document management for your organisation.
