Initial situation

Männedorf Hospital has been the main hospital for the region’s population for more than 130 years. The Human Resources Department manages the personnel dossiers of around 1000 active employees, which still were kept in paper form until recently. Manageable, data-protection compliant storage and efficient management of these dossiers became a necessity. The increased lack of space and high archiving costs also added to this.

Solution

• Over 80,000 digitized pages
• Location-independent, controlled access to dossiers
• More space and less archiving effort

Following a recommendation, the company decided to use Arcplace’s scanning services. 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 the pages could be transferred into the existing HR system, they were digitized according to 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.

Results

• Time saved thanks to faster retrieval of dossiers and information
• Superiors can view appropriately defined dossier contents
• Employees receive access to their own dossier
• Reduced archiving effort
• Space saved thanks to elimination of physical filing system

“The most important requirements for the project were compliance with data protection, reliability, expertise and adherence to deadlines. We are very satisfied.”

Nicola Fielder, Head of HR, Männedorf Hospital