Digitising Over 2,000 Employee and Training Records for a Major Transport Operator
When a national transport operator required over 2,000 records digitising, Document Options was trusted to manage the process end-to-end. The project involved more than 1 million scanned images across 559 archive boxes, all completed in under a month.
The Challenge
The client was transitioning from a paper-based HR system to a new cloud-based management platform. Their employee files and training records were stored in a mixture of manilla folders, lever-arch binders, and hanging files inside multiple filing cabinets — a format that made retrieval time-consuming and storage costly.
They needed a partner who could uplift, collect and digitise these documents to a high standard and deliver the data within a tight timeframe.
Our Solution
Three vehicles and four members of the transport team tackled the task of uplift and collection, which was completed in one working day.
All scanning and processing was performed at our secure production centre in Crawley. Utilising two high-speed IBML scanners, we converted more than one million images into searchable, multipage PDF files enhanced with OCR.
Each employee record was indexed by first name, surname, payroll number, and document type, allowing the files to integrate seamlessly with the client’s new cloud-based system. Despite the project’s volume, our experienced production team successfully completed all work in less than one month.
The original hardcopy files have been placed into our secure storage facility for a 12-month retention period, ensuring full traceability and compliance with data retention requirements.
The Results
The digitisation project delivered immediate and lasting benefits for the client:
- Reduced operating costs through the elimination of physical storage requirements
- Faster, easier access to employee and training records across their organisation
- Improved compliance, ensuring data is retained only for the legally required period
- Enhanced remote working, with files now accessible from anywhere via a secure cloud platform
By partnering with Document Options, the client transformed a cumbersome paper archive into a streamlined, digital HR resource — on time, on budget, and to the highest data security standards.
Supporting Business Transformation
This project is another example of how Document Options helps organisations modernise their legacy archives and unlock the value of their information through secure, high-volume digitisation.
If your organisation still relies on paper-based files or legacy hardcopy retrieval systems, contact us today to discover how we can help you reduce costs, improve efficiency, and enhance compliance through expert document scanning and digitisation services in the UK.
