Männedorf Hospital digitizes personnel dossiers with Arcplace
Männedorf Hospital urgently required a modern, data protection-compliant electronic storage system for its personnel dossiers, which were still paper-based until recently. These requirements were met by the specialist Arcplace, who digitized 1000 dossiers. This also allows Männedorf Hospital to benefit from the advantage of electronic personnel dossiers, as well as putting an end to the ever-increasing space shortage and massively reducing rising archiving costs.
(Image source: Spital Männedorf AG)
Situated on the right bank of Lake Zurich, Männedorf Hospital has been the main hospital for the region’s population for more than 130 years. The company now employs around 1000 people. As the number of employees grew steadily, administration of the paper-based personnel dossiers proved to be cumbersome and time-consuming for the HR department. The archiving effort increased and there was less and less space for the paper archive.
Digitization of over 80,000 pages in Arcplace'sScan & BPO Center
In order to ensure efficient administration and modern electronic archiving of the personnel dossiers, the decision was made to bring in a specialist to digitize the 1000 dossiers containing over 80,000 pages. "The most important requirements for this project were compliance with data protection, reliability, adherence to deadlines and expertise. Following a recommendation, we decided to use Arcplace's scanning services," explains Nicola Fielder, Head of HR at Männedorf Hospital.
As agreed, the physical dossiers were sorted at the hospital, provided with dividers and prepared for collection in boxes contributed by Arcplace. The scanning was carried out by Arcplace specialists at the Scan & BPO Center in Glattbrugg. To ensure that all pages could be transferred into the existing HR system, they were digitized according to clearly defined specifications. Together with the corresponding index values such as personnel number and document type, the generated PDF/A files were transmitted via SFTP server. Arcplace stored the physical dossiers in a short-term archive and destroyed them after three months in accordance with the highest security standards. Nicola Fielder on working with Arcplace: "The collaboration was smooth, with timely and proactive communication. We are very satisfied."
Swiss company Arcplace AG is a specialized IT service provider in the information management and archiving industry. Arcplace's portfolio includes solutions for the scanning, management and archiving of documents as well as the archiving of data. By combining the latest technologies with innovative service models like Managed Services, Cloud Services or Business Process Outsourcing, Arcplace can provide optimal solutions for companies of any size.
Since its founding in 2006, Arcplace has implemented solutions for more than 900 customers across a wide range of sectors. Arcplace offers its services via data centers located in Switzerland.