We first assembled our team to conduct discovery and learn about the precise needs of the HR department's Talent and Acquisitions group. While the company initially had an aggressive timeline for implementation, we worked with decision-makers to help them flesh out all of their needs, adjust the schedule to accommodate the additional scope, and deliver the solution they wanted.
Once the project parameters were set, RICOH IT Services
online and customized software modules to make finding HR records seamless and to automate the new hire process. In doing so, we integrated the solution with the company's signature capture software, configured the software for employee file creation and created a form for the new hire workflow. Following the development phase of the project, we conducted successful testing of the solution and provided training for the company's HR employees.
In tandem with the SharePoint®
implementation, we digitized all of the company's legacy paper HR records — producing approximately 250,000 images — at our document processing center that performs Advanced Document Capture Services
. At the center, we scanned the paper records and indexed the new electronic files so they could be seamlessly uploaded into the centralized SharePoint
repository for online access. We also established a process for destroying legacy paper files the company is no longer required to retain and preserving paper records they must maintain.