How to Digitise Employee Records for 2,500 Employees While Maintaining HR Operations: A Case Study

The implementation of DigiTeczka enabled a manufacturing company to reduce the administrative workload associated with employee records by 72%, reclaim approximately 4,700 working hours annually, and cut the time required to prepare documentation for an audit from 16 hours to just 30 minutes.

The Client

HRK Payroll Consulting’s client was a large manufacturing company employing approximately 2,500 people. The size of the organisation and the volume of documents generated by HR processes meant that managing paper-based employee files was becoming increasingly time-consuming.

The documentation comprised more than 125,000 individual employee records. Storing, retrieving, updating and compiling these documents required a significant amount of time and effort from the HR team.

The Challenge: Growing Document Volumes and Administrative Workload

The existing employee records management model relied heavily on paper documentation. As the workforce grew, it became increasingly difficult to retrieve information quickly and maintain full control over the completeness of employee files.

The main challenges included:

• Time-consuming document searches.
• Manual compilation and verification of employee files.
• A substantial administrative burden on the HR team.
• Limited ability to quickly verify whether employee files were complete.
• The need to involve several team members in preparing for audits and inspections.
• Rising costs associated with storing and managing paper documentation.

Preparing a complete set of documents for an audit was particularly demanding. Before the implementation, this process took approximately 16 hours.

Project Objective: Digital Employee Records and More Time for HR Activities

The objective was not simply to scan existing documents. The organisation needed a structured, secure and scalable approach to managing employee records.

The implementation was designed to:

• Migrate employee files to a digital environment.
• Provide authorised users with quick access to documents.
• Reduce the number of manual tasks.
• Make it easier to monitor the completeness of employee records.
• Streamline audit and inspection preparation.
• Reduce the administrative burden on the in-house HR team.
• Prepare the organisation for further digitalisation of HR processes.

A key requirement was to maintain uninterrupted day-to-day HR services throughout the process of organising and digitising the documentation.

The Solution: DigiTeczka Powered by HRK & LOGITO

The client opted for DigiTeczka, a solution combining electronic employee files, the digitisation of existing documentation and operational support from HRK experts.

The project was divided into several stages.

1. Documentation and Process Analysis

The first step was to analyse how employee files were stored and managed. The team defined the documentation structure, the scope of digitisation and the rules for classifying individual documents.

This made it possible to develop a project schedule tailored to the size of the organisation while minimising the risk of disrupting ongoing HR operations.

2. Preparing Employee Files for Digitisation

The documentation was organised and prepared for scanning. This stage also provided an opportunity to identify missing documents, incorrectly assigned records and other inconsistencies requiring clarification.

As a result, digitisation became more than a change in storage format. It also provided an opportunity to improve the quality and completeness of employee records.

3. Digitising More Than 125,000 Documents

The documents were scanned, appropriately classified and assigned to the relevant sections of each employee’s file. Every stage of the process included quality checks to verify the legibility, completeness and accuracy of document indexing.

4. Launching DigiTeczka

Once the migration was complete, the client gained access to a central digital repository of employee files. User roles and access permissions were configured to ensure that each person could access only the documents required to perform their duties.

5. Establishing a New Model for Ongoing Document Management

The implementation also involved standardising the procedures for handling documentation going forward. New documents can now be added to electronic employee files on an ongoing basis, eliminating the need for the HR team to return to the previous paper-based workflow.

Implementation Results

The project covered the employee records of approximately 2,500 people and more than 125,000 documents.

Metric	Result
Employees covered by the project	2,500
Documents digitised	More than 125,000
Documentation available online	100%
Reduction in the HR administrative workload associated with documentation	72%
Time required to prepare documentation for an audit before implementation	Approx. 16 hours
Time required to prepare documentation for an audit after implementation	Approx. 30 minutes
Working time reclaimed by the HR team	Approx. 4,700 hours per year

4,700 Working Hours Reclaimed by HR Every Year

The most tangible benefit of the implementation was the reduction in time spent on repetitive administrative tasks. The team no longer needs to search through paper files manually, compile documents from different sources or start preparing employee records from scratch each time.

A 72% reduction in the administrative workload associated with documentation translates into approximately 4,700 working hours reclaimed annually. HR can now dedicate this time to activities that support the organisation’s business objectives, including employee development, management support, HR process improvement, initiatives to increase organisational efficiency and efforts to enhance the employee experience.

Audit Documentation Ready in 30 Minutes Instead of 16 Hours

Before the implementation, preparing documentation for an audit took approximately two working days and required the involvement of several people. The process involved manually locating employee files and checking whether all required documents were present.

Following the launch of DigiTeczka, the necessary documentation can be prepared in approximately 30 minutes. The system enables users to quickly search for and verify documents using various criteria.

As a result, the organisation moved from a reactive approach to audit preparation to a state of ongoing readiness, with rapid access to the information and documents required.

More Than Just Replacing Paper with Digital Files

Digitising employee records delivered more than time savings. It also helped the client standardise document management practices and improve control over document handling.

Following the implementation, the organisation gained:

• Fast access to documents, subject to assigned access permissions.
• The ability to monitor the completeness of employee files efficiently.
• Standardised document classification procedures.
• A more efficient approach to preparing documentation for audits and inspections.
• Reduced dependence on the physical location of documents.
• A scalable solution to support the organisation’s continued growth and an expanding workforce.

What Made the Project Successful?

The implementation demonstrated that successful digitisation of employee records requires more than technology alone. It also depends on putting documentation and processes in order before the project begins.

The key success factors included:

• Thorough analysis before digitisation began.
• Clear rules for document classification and indexing.
• A phased implementation approach.
• Quality control of scanned documentation.
• Continuity of day-to-day employee services.
• Appropriate access management.
• Clearly defined procedures for handling new documents on an ongoing basis.

As a result, electronic employee files became an integral part of the organisation’s daily operations rather than simply a digital archive of existing documents.

A Foundation for Further Digitalisation of HR Processes

DigiTeczka established a structured foundation for further digital transformation, including electronic document workflows, digital onboarding, employee data change management and employee self-service.

This manufacturing case study demonstrates that digitising employee records at the scale of thousands of employees is achievable without disrupting business continuity. Success depends on proper project planning, quality control and combining technology with operational expertise.

The results presented are based on an analysis of processes before implementation and after the new operating model was introduced. The figures reflect the outcomes achieved by the organisation described in this case study.

Does your HR team still spend hours searching for and compiling employee documents? Find out what implementing DigiTeczka could achieve for your organisation.