100 Locations and 90,000 Documents in One Digital Environment: Implementing DigiTeczka Across a Nationwide Retail Network Employing 1,800 People

How can employee records management be standardised across 95 retail stores, four regional warehouses and a head office? The implementation of DigiTeczka enabled a nationwide retail network to reduce the HR administrative workload by 68%, reclaim 2,856 working hours annually and cut the time required to prepare documentation for an audit from eight hours to just 25 minutes.

The Client

HRK’s client was a nationwide retail network employing approximately 1,800 people. The organisation operated 95 retail stores and four regional warehouses, supported by a head office responsible for coordinating business processes.

Its geographically dispersed structure, high volume of personnel changes and the specific demands of the retail sector meant that employee records required frequent updates. Approximately 40% of the documentation changed each year, and the HR team managed more than 90,000 documents in total.

The Challenge: Different Locations, Different Practices

Before the implementation, employee records were stored locally across retail stores, warehouses and the head office. Individual locations followed partially different practices for archiving, labelling and transferring documents.

The main challenges included:

• More than 90,000 documents across 100 locations.
• No single central repository.
• Inconsistent document archiving practices.
• A high volume of personnel changes and employee record updates.
• Dependence on the knowledge and experience of local employees.
• Limited control over the completeness of employee files and access permissions.

Preparing documentation for an audit took approximately eight hours. Maintaining the existing model as the retail network continued to expand would have resulted in a growing administrative workload and an increased risk of inconsistent standards across the organisation.

The Objective: One Standard Across the Entire Network

Given the scale of its operations and the high volume of HR changes, the organisation needed a solution that would enable efficient and consistent employee records management.

The key objectives were to:

• Establish a central repository for the entire organisation.
• Standardise document management practices across all locations.
• Reduce the administrative burden on HR.
• Streamline the handling of personnel changes and HR enquiries.
• Improve control over the completeness of employee records.
• Ensure continuous readiness for audits and inspections.

A key requirement was to deliver the project without disrupting the day-to-day operations of retail stores, warehouses or the head office.

The Solution: DigiTeczka Powered by HRK & LOGITO

The engagement combined the implementation of a technology solution, the standardisation of employee records management processes and the transfer of an agreed scope of ongoing document management activities to HRK.

The project included the following elements:

• Analysis of existing processes: Reviewing document workflows and the practices used across individual locations.
• Digitisation of more than 90,000 documents: Scanning, optical character recognition (OCR), document classification and indexing, supported by multi-stage quality control.
• Configuration of electronic employee files: Defining the document structure, user roles, access permissions and access policies.
• Integration with the HR and payroll system: Synchronising employee data and ensuring consistency of information across systems.
• Ongoing operational support from HRK: Taking responsibility for agreed processes involving new documents, employee file completeness and audit support.

Six Months of Transformation

The first two months were dedicated to analysing existing processes, preparing the documentation and designing the target document management model.

Over the following three months, employee records were digitised and the data was migrated to the new environment. The final month focused on launching DigiTeczka, integrating it with the HR and payroll system, and implementing the target operating model.

This phased approach ensured business continuity across all organisational units, minimised operational risks and enabled a smooth transition to the new employee records management model.

Implementation Results

Metric	Before implementation	After implementation
Project documentation available online	0%	100%
Document access	Local storage	Central online repository
Time required to prepare documentation for an audit	Approx. 8 hours	Approx. 25 minutes
Annual HR workload associated with documentation	4,200 hours	1,344 hours
Audit readiness	Periodic	Continuous
Reduction in administrative workload	—	68%

2,856 Working Hours Reclaimed by HR

Before the implementation, managing documentation, processing personnel changes and enquiries, and preparing for audits required approximately 4,200 working hours per year. Following the introduction of the new operating model, this figure fell to 1,344 hours.

The organisation reclaimed 2,856 HR working hours annually — equivalent to almost two full-time employees previously dedicated to administrative tasks.

Activity	Before	After	Reduction
Document management	3,000 h	960 h	68%
Personnel changes and HR enquiries	800 h	280 h	65%
Audits and inspections	400 h	104 h	74%
Total	4,200 h	1,344 h	68%

Audit Documentation Ready in 25 Minutes

Before the implementation, preparing documentation for an audit required coordination across multiple locations, manual document searches and the involvement of several HR team members. The entire process took approximately eight hours on average.

Following the implementation of DigiTeczka, the required documents became available in a single central repository, allowing a complete set of audit documentation to be prepared in approximately 25 minutes.

This represents a 95% reduction in preparation time and enables the organisation to maintain continuous readiness for audits and inspections.

One Operating Model Across the Entire Organisation

The implementation delivered:

• 100% of the documentation covered by the project available online.
• One central repository serving 100 locations.
• Standardised rules for document classification and processing.
• Faster handling of personnel changes and HR enquiries.
• Greater control over the completeness of employee files.
• Full traceability of operations performed.
• Continuous readiness for audits and inspections.

The project’s greatest challenge was standardising processes that had previously operated across nearly 100 organisational units. Key success factors included analysing local practices, developing a common document classification model, reviewing employee files, validating data, conducting integration tests and preparing users to work in the new environment.

Find out how DigiTeczka can help your organisation centralise employee records, standardise processes and improve HR team efficiency.