Hilti, the global construction technology group based in Liechtenstein, is also pushing digitization forward internally. With the support of Arcplace, 1’900 paper-based personnel dossiers were digitized at the group’s headquarters in Schaan so that they could be transferred to their existing SAP system as searchable PDF documents.
Hilti – leading systems provider for the construction industry
The Hilti Group supplies the construction industry around the world with technologically leading products, system solutions and services. Key product and solution areas include drilling, grinding, cutting and attachment technology, construction chemicals, laser measurement systems, as well as fire prevention and façade systems. One speciality is the cleverly devised fleet management system, which enables Hilti customers to put together their own individual and complete equipment fleets, including all-round service, at fixed monthly prices. Hilti employs over 25,000 people in more than 120 countries worldwide, earning CHF 4.6 billion in revenue in 2016.
“We wanted a solution provider who would carry out the digitization of the dossiers right here on the premises according to our requirements. Arcplace was able to offer us this service.”
Gaby Mair, HR Specialist, Hilti Aktiengesellschaft AG
Anachronistic paper personnel dossiers
The personnel department at Hilti headquarters in Schaan administers some 1,900 personnel dossiers of active employees. Until recently, the dossiers were held in paper form. Searching manually for specific information was time-consuming and it was not possible to view the information of more than one person at the same time.
At Hilti, a technology company which relies heavily on electronics and digitization in many areas, this paper-based personnel administration system was increasingly felt to be an anachronism. Gaby Mair, an HR specialist at Hilti, explains, “For efficiency reasons, there was no longer any escaping the need for digitization. We looked for a practicable solution to digitize the dossiers, so that we could include them in our SAP-based business process solution. When looking for a suitable solution provider, we came across Arcplace.”
Scanning at Hilti carried out by specialists from Arcplace
Hilti insisted on an in-house solution. Gaby Mair continues, “For us there was no question of allowing sensitive information to leave the premises. We wanted a solution provider who would carry out the digitization of the dossiers according to our requirements, with a professional infrastructure right here on our premises. Arcplace was able to offer us this service.” The scanning specialists from Arcplace also assisted the Hilti HR team in defining the structure of the future personnel dossiers and the appropriate document types, in compliance with the existing storage and future processes. Consistent quality management and reporting ensured adherence to the defined procedures, dates and costs.
To ensure that the documents of a personnel dossier could be archived in a structured manner, the scan operator recorded the personnel number and the document type manually for every document as it was scanned. Following validation, a searchable PDF/A file was created for each document. The scanning professionals manually sifted out any document types which were no longer required, as specified by Hilti, and removed them for secure destruction. At the end of the project the scanned personnel dossiers were handed over on an external hard disk. An IT specialist from Hilti then transferred the digital dossiers into the existing SAP business process solution.
Simpler, faster processes and space savings
Hilti is very satisfied with the way the project has gone and with the results achieved. Gaby Mair once again: “The aims of the project have been achieved within the defined cost and timeframe. The digital personnel dossiers significantly simplify and speed up the work processes in HR. We can now access personnel documents wherever we are, we can search for specific information and share it within an authorised group of people with no difficulty. Access to the electronic personnel dossiers is regulated by means of a detailed system of access rights.” The Hilti HR specialist also emphasises the excellent cooperation and the specialist support provided by Arcplace. “The Arcplace specialists assisted us particularly with the definition of the dossier structure and the document types. Because the document scanning took place in-house on our premises, it was possible to clear up any questions with no difficulty.”
“ We have fully achieved our project objectives while adhering to deadlines and costs. The digital personnel dossiers significantly simplify and speed up the working processes in HR.”
Gaby Mair, HR Specialist, Hilti Aktiengesellschaft AG
At a glance
- Scanning of 1,900 paper-based personnel dossiers on the customer’s premises
- Scanning infrastructure and specialists provided by Arcplace
- Comprehensive support in the definition of the digital dossier structure and the document types
- Scanning-services from A to Z: Preparation of the dossiers, scanning, manual input of classification information, data extraction, validation, handover of digital documents on external HDs for transfer to the SAP system
- Significantly faster and universal availability of the digital documents
- Rapid search for specific information
- Easy exchange of information between authorised individuals
- Space savings resulting from the elimination of paper-based storage
