You should certainly consider the cost before you jump into it. Most financial records are kept for six years from the end of the financial year in which they are created, most payroll and benefits records for seven years, other HR records for six years after end of employment. The cost of digitisation of historic files (if you pay a contractor to do it) is typically the same as storing at an off-site archive for ten years.
Unless you are seeking other benefits such as ease of access to working copies, and the frequency of access is often enough to justify it, it may simply just be more costly to digitise. Even if your own staff will do the scanning (as suggested by point 13), the costs are still there, but you may be hiding them.
The case may be much stronger if you are scanning your working files - although some might ask why in this day and age the new documents are being created in paper and not "born digital"!
Legal/regulatory admissibility is generally well-accepted these days, but you will need to verify that your equipment, process and staff training is giving good quality consistent results. That will add to the resource needed to start the project. If you use a contractor they should already be able to demonstrate that. There are published standards you should become aware of and contractors should be expected to follow.
Good luck,
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Martha Taylor
Sent: 22 May 2018 16:55
To: [log in to unmask]
Subject: Digitisation of HR & Finance information case studies
Dear Members,
Our organisation is currently looking to digitise it's HR and financial files. Before proceeding, the business is very keen to gain any perspective from other organisations who have gone through a similar process. The questions below is a list which the teams involved would like a steer on before proceeding to take any decisions:
1.Background - What was the problem that was trying to addressed? How long ago was this?
2.What were the key benefits? Were the benefits realised quickly, sometime after the project or are they yet to be realised?
3.How many files / documents were digitised?
4.How much did this cost? Were there any additional costs not foreseen?
5.What were the initial challenges?
6.Any risks?
7.Was the Project lead by their Digital Service department or in partnership with the Business?
8.What was the approach: (a) Were the historical paper files scanned or kept it in storage? (b) Were paper records used until
the ‘go live’ date of the new digital system (i.e. cut-off date for paper) OR (c) Was only ‘live’ information scanned and a cut-off date was
applied for paper files?
9.Were documents weeded through before scanning into the system?
10.Was the order in which departmental records scanned HR then Finance, vice versa or no particular preference?
11.What digital solution / system(s) were chosen, and was there any particular reason?
12.What was the quality assurance process for this work? Was this resourced internally to do this in addition to BAU work?
13.How was staff motivation levels managed? I.e. if involved in or doing tedious work every day around filing, weeding and assisting with
scanning?
If anyone has any advice or examples they can share on all or some of the above questions, we would be very grateful.
Kind regards,
Martha Taylor
Corporate Records Manager, Parliamentary Archives
Email: [log in to unmask]
Tel: 0207 219 8314
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