Case Study: Records Management

A large insurer takes control of its human resources records by implementing a complete electronic archive with a secure network retrieval system.

The insurance company has approximately 3,000 current employees and must retain an additional 6,000 records for the human resources department. The insurer’s need for a complete document imaging solution surfaced as space required to house these physical documents grew beyond expectations and was needed for other purposes.

The company had accrued extremely large amounts of current and historical human resources documents including applications, I-9’s and other sensitive information. The files were being housed in areas not designed for document storage and therefore not protected from fire or water damage or unauthorized viewing. As efficiency and savings grew to be important objectives, it became obvious that the effort and time required to retrieve the documents was wasteful. The insurance company needed to fi nd a solution to manage all of their human resources documents, archived as well as current, in addition to becoming more compliant.

Berkheimer Outsourcing implemented a custom solution that was flexible to their needs. Every file was scanned and indexed - a process in which each document is given a specific tag that allows for the retrieval of information stored within the document including first and last name and employee number. The electronic files are stored in a format that is retrievable on demand using a secure web-based Electronic Archive.

The client is now able to accurately retrieve any human resources document instantly. All scanned documents are now available in a format that is safe from disaster and easily and quickly accessible to staff. The human resources department has regained valuable office space for the company and reduced turnaround time in their daily office operations. In addition they are able to quickly produce documents for auditing purposes.

As new employees join the company, all new documents are processed through Berkheimer’s Day-Forward Imaging service converting all documents in a new employee file to a searchable electronic format, stored within the Electronic Archive.

“With the solution created by Berkheimer for our company, our department has been able to substantially reduce the amount of space required to function efficiently by at least half. ”
    - Director of Human Resources

The implementation of Berkheimer’s Day-Forward Imaging service allows for the addition of new employees with minimal or no impact on the office space. Berkheimer provides physical space for all historical documents required to be kept and destruction services for documents to be shredded after the imaging was complete. Files that have been scanned and archived are given a “certificate of destruction” which guarantees that the physical documents have undergone an extensive secure process of permanent elimination.