Oxford University Hospitals NHS Foundation Trust (OUH) has partnered with Kodak Alaris partner, MISL, to digitise all its HR records after relocating its central HR function to new premises in Cowley, Oxford.
MISL specified Kodak i5850S Scanners to take on the bulk scanning of all legacy files. OUH had around 13,000 files, each with multiple pages that needed to be digitised. MISL did this in batches, arranging two collections a month. It took around 16 weeks to process 2.5 million images.
Once captured, all the digital documents were fed into Folding Space EDRMS (Electronic Data & Record Management System). This secure document and records management solution uniquely enables the viewing and presentation of all documents (scanned or digitally created) via a single screen user experience.
Day forward scanning, an ongoing process now managed in-house by the HR records team, is conducted using Kodak i1190WN wireless scanners. These scanners are designed for sharing in a workgroup and enable the OUH HR records team to seamlessly capture documents as they come in, and upload them directly into the EDRMS.
The Trust has secured financial savings in terms of time savings and efficiency gains, reduced printing costs and spend on reams of paper now that Corporate HR and the divisions are not printing documents.
Caroline Davies, Interim Head of Recruitment & Retention at OUH said, “we are confident that the return on investment on this initiative will be very strong.
“These documents used to have to be sent via the internal post system which took time. We’re now piloting individual drop baskets for the divisions to further streamline the process. There was a lot of wasted time and effort with the old paper-based system. Now the entire team can simply log on to the system and retrieve the information they need at any time.”
The HR function is now very close to achieving a paper-free environment. Change forms, health and wellbeing notifications, performance reviews and other communications from managers, are now all received via email and can be seamlessly uploaded into the records system. Recruitment is also conducted electronically and now for new starters, OUH only creates two physical paper forms.
Due to the success of the digital transformation project, the Trust is now looking to roll out the initiative across a further nine directorates.
