Digitising employment records for SouthEastern:
Client: South Eastern Railway
Industry: Transport
Employees: Over 4500 people working across 180 stations
Business: Train operator across London and the South East of England
South Eastern Railway’s HR team was struggling to manage the thousands of paper employment records stored in filing cabinets across multiple stations, depots and engineering works. The manual system made access difficult and managing compliance was a particular concern. They knew they needed to digitally capture and centralise this information, but the task was overwhelming on top of an already demanding day job.
Their challenge:
“It’s freed up so much time - we’re now able to concentrate on improving other areas.”
We took the entire project on for them, which began by physically collecting all the relevant paper documents from across 28 locations, and gathering them together for processing. Close to one million pages were converted to PDF and uploaded to HR:Safe, our secure online hub. Using a combination of technology and careful supervision, each document was individually assigned a category (driver competency files, for example) to enable easy retrieval and reporting. Permissions were also set to give role-based access for the HR and Payroll teams.
How we helped:
And now…?
With the backlog of legacy documents now dealt with, the HR team have a clear 360° view of all employee records, as well as a secure, central place to upload new documents as they are processed. Everything is accessible via a central online hub, with controlled permissions for different users. Employee records are fully compliant and can be found easily at the click of a button. This saves a huge amount of time for the HR team and puts them firmly in control.
We’re good at collaboration:
We happily integrate with, or work alongside, your line of business solutions to make sure everything flows well.
