Trinity College Dublin:
Human Resources Electronic Document Management Solution
Challenge
The challenge for Version 1 was to design and build an Electronic Document Management Solution (EDMS) that would streamline business processes within Human Resources and provide better storage and retrieval of HR related documentation.
Solution
The HR Department was encountering a number of issues with the storage and retrieval of documentation:
- Physical storage space for HR files was limited
- Risk of data loss because only one copy of a file was stored
- Overhead in accessing, controlling, managing and distributing physical HR files
- Integration issues between the physical HR file and the CORE-HR system
Version 1 was tasked with developing a system that would provide better management of HR related information by providing a centralised content management solution. Based on SharePoint technology, the system would facilitate better, faster and more secure document processes managed through a user-friendly, intuitive interface.
The key objectives of the new solution included:
- Reduce the HR file retrieval and distribution bottlenecks within the office
- Reduce physical file storage overhead
- Reduce the potential for data loss
- Streamline HR business processes by providing integration between HR systems such as CORE-HR and the HR file
- Bulk uploading of scanned HR files
- Provide an extensible framework for future business process improvements within the HR Department
- Maximise the College’s existing investment in SharePoint technology
Benefit
- Efficiencies in information retrieval
- Reduced storage costs – freeing up of office space
- Reduced risk of data loss
- Full integration between physical files and Core-HR system resulting in reduced duplication of effort and transcription errors
"We worked with Version 1 to implement an 'Electronic Staff File' within Human Resources. This solution leveraged our existing investment in SharePoint technology and was delivered on time and on budget. The new system enabled us to improve our information management practices within HR through increased efficiencies in the sharing of HR information, processing of HR-related queries and the enhancement of our information security. Additionally, we now have a single view of the employee record through integrating our back office HR system with our physical records."
Tony McMahon, Director of Human Resources, Trinity College Dublin
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