Security Staff Files Scanned For London’s Leading Security Company
Ultimate Security is one of London’s leading security firms with over 1700 security officers located at 200 different locations. Founded in 1999, Ultimate Security’s aim is to make their clients feel secure, valued and part of the team.
Ultimate Security operate by some strong principles including an environmental impact charter and a strong set of employee involvement and working conditions values. With these in mind, working with paper based HR records could never be the future for Ultimate Security.
Ultimate Security had already been approached by a well know mail franking organisation to have their staff files scanned but after a consultation with ORS Group a stronger proposal that additionally offered better value was agreed upon.
With a significant head count, the staff HR records were occupying valuable floor space – an entire office in fact. Once the HR records and the filing cabinets had been removed, the office was free to be put to better use. Using office space to store documents is hugely inefficient and comes with flood, fire and theft risks. HR files always contain highly confidential data so the risk of this information finding its way into the public domain or sensitive data reaching other employees is one of great concern.
A turn around time was agreed upon and indexing criteria set. The documents were removed from the headquarters in a single collection allowing the floor space to be put to immediate use.
Once the scanning work was complete, the digital images were returned to Ultimate Security to be used on their own servers. Paper documents were shredded and pulped and a certificate of destruction supplied to the customer for peace of mind.
Digital HR records can now only be accessed by a selected group of users. This includes members of the HR department and company directors where appropriate. As the records are digital, they can now be accessed from any location and on almost any device. This makes working from remote offices, on the move or from home easy. Searching for documents now takes seconds rather than minutes and the digital HR records are now backed up every night to a remote server for total peace of mind.