HCRG Care Group

HR Scanning Services Solution

SPS have digitised over 112,200 employee records and uploaded information into their Cleardox EDM Cloud Electronic Document Management System.

The Company collected all HR files from their Head Office and multiple locations across the UK. Due to the nature of the business, this is an ongoing process that consists of SPS collecting new employee records from GP surgeries that have entered into contract with HCRG Care Group.

• Files are intelligently prepared prior to scanning to split out key information into 4 categories, which consist of compliance, contractual, other and employee relations.

• Paperwork is digitised using SPS's high-production Kodak scanners before going through a double quality-checking process that ensures every single image is checked by two separate operators.

• Files are uploaded into Cleardox EDM, SPS's Cloud Document Management solution, enabling staff at HCRG Care Group to access records using applied metadata such as first name, surname and payroll number. This dramatically speeds up the paper-based process that was originally in place and ensures files that are added to the system manually by the HR department are indexed in a consistent manner.

• User permissions are restricted by location and site, with a full audit trail of activity performed by each member of staff, e.g. accessing files and checking records in and out of the system.

• SPS also manage the process of employee file extraction on behalf of HCRG Care Group when a contract has come to an end.