Christchurch City Council HR Backscanning

The Business
As the second largest Council in the country, Christchurch City Council (CCC) employs over 3,000 staff, providing a wide variety of services and facilities to over 360,000 residents and a multitude of visitors.

After the February 2011 earthquake, the HR department was unable to access their hard copy employee files for several months due to the building being closed. This drove the decision to digitise the employee files to ensure adequate business continuity.

The Challenge
CCC had a mix of structured and unstructured employee related documentation that required cataloguing, matching and scanning into individual document types relating to each piece of correspondence. The unstructured documents were un-filed documents,
which were not contained within specific files due to the inaccessibility of the employee files; in addition to this, some of these documents did not have any staff identification numbers and thereby needed to be matched manually.

The Solution
Converga worked with CCC to design a solution for digitising the paper files and uploading the scanned documents into their EDRMS (HP TRIM) using a defined folder structure and naming conventions. CCC provided extracts of employee details from SAP which enabled Converga to match employee information against this data providing a very robust solution for the Council.

Converga prepared the employee files for scanning and undertook the scanning of over 170,000 pages in six weeks. After this step, the files then passed through data capture technology where key document metadata was applied and the scanned images were presented to the Council via an FTP server for auto-upload into HP TRIM. The processing of files from preparation stage to upload into the system took about six months.

The Outcome
With an EDRMS system, the Council has been able to remove vast quantities of paper from its operations. Converga has helped the Council digitise over 11,000 employee related files, making it all available online 24/7, allowing for easy retrieval and business continuity.

Download case study: Christchurch City Council HR Backscanning (PDF)