Transports publics de la région lausannoise (TL) planned to modernize the management of its still paper-based personnel dossiers. This involved digitizing around 1,600 dossiers. The company decided to use Arcplace’s scanning services. Thanks to this digitization, the dossiers can be accessed from any location, management and archiving of the documents is consistent and clear, and cumbersome filing cabinets are no longer needed.
Initial situation
At TL, over 1,600 employees are working every day to guarantee efficient public transport and accelerate its further development. Improved efficiency and progress for the HR department was also desired. Until now, all personnel dossiers have been physically stored in various filing cabinets. It was not possible to access the documents when working from home, creating difficulties for the HR department. The paper archive also took up a lot of space, which got in the way of the planned office redesign.
Solution
- Tried and tested, flexible scanning services
- Transparent thanks to reporting
- Cost- efficient
TL benefited from a comprehensive digitization service, which included the following steps: Arcplace organized the transport of the dossiers from Lausanne to Glattbrugg, where Arcplace specialists scanned the 213,846 pages at its own Scan & BPO Center. In order to ensure that the documents could be transferred into the existing HR system, digitization took place in accordance with defined specifications. The PDF/A files generated were transferred to TL via SFTP server with the corresponding index values. The physical dossiers are also be stored with an Arcplace partner for a year and then destroyed in accordance with the highest security standards.
Results
- Improved efficiency, thanks to simplified processes
- Controlled access to documents and information from any location
- Central document storage in uniform quality
- Space savings resulting from the elimination of paper
- Professional scanning services from A-Z
“Working with Arcplace was constructive and collaborative at all times; scanning was quick and professional. We are very satisfied.”
François Gugger, Head of employee services at TL
