Müller is a household name in the UK and probably best known for its “Corner” yogurts and rice desserts. Employing 12,000 people over 10 sites and across two distinct business units.
- Muller were aware of the forthcoming GDPR and the threat their paper documents could pose.
- Muller were concerned that their paper files were easily accessible and were susceptible to security breaches.
- Too much time was being taken up by staff moving documentation around the workplace and from site to site.
- Muller realised they had no disaster recovery plan in place should the worst happen. How would they access their documents off site?
- Expensive office space was being taken up by document storage and these rooms could be used in a more productive manner.
- As a business that employs remote workers, it was imperative that a system be put in place that allows remote workers to work on projects from home simultaneously.
- Secure paper documents and files to gain complete GDPR compliance.
- A system that must be able to integrate with Muller’s current back office systems.
- The proposed system must be able to centralise all HR files from UK and Ireland.
- Find a provider that can provide BOTH secure document scanning and an electronic document management solution.
- Must be able to access all files while they are off site being scanned.
The Solution To Muller’s GDPR Compliance Project
ORS Group were awarded the contract after an extensive tendering process and work began at the end of the year. The proposed document management solution was DocuWare, in this case an on premise system to be installed into Müllers own IT infrastructure. The electronic file capture of Muller’s live HR files would naturally be handled by the ORS Group document scanning facility. With nearly 30 years experience, ORS Groups’ technical team would draw on experiences from similar scanning projects undertaken for organisations including Barclays, HSBC and PepsiCo.
Initially there were 6000 live employee files to scan. The HR files had to be categorised into over 80 different document types by ORS Groups document preparation team.
The DocuWare on premise system was implemented in collaboration with Muller’s own IT department. The DocuWare on premise system is accessed via a web browser and makes for quick and simple access. Users credentials in the system are managed via Active Directory and integrated with DocuWare permissions to allow for the complete control and functionality.
DocuWare allows the end users to scan documents directly to the system via stand-alone scanning stations or through integration with their current multi-function printers. The DocuWare solution also allows users to upload electronic documents already created or save new documents directly from within applications such as Microsoft Office and also from existing HR software solutions. Access to storage functionality can be controlled to only allow users to store to subsets of employee and specific document types.
DocuWare has full document retention built into the system allowing for automatic compliance with internal and external data governance. DocuWare can handle a different retention policy for every document type stored in the system which gave Muller the ultimate flexibility over how retention policies were managed.