From Little Acorns
The Group Risk & Insurance division provides insurance for all the stores as well as general insurance services. Documents include claims, invoices, letters, associated images and pictures. As a first, small project this enabled the services team to build its knowledge of back-scanning, indexing techniques, storage and retention terms etc. All information relating to claims and incidents were scanned and captured on the new EASY electronic document management system. The system proved a success and enabled the risk and insurance team to move to a new floor without taking their documents with them.
To Giant Oak Trees
This small initial success gave the team the confidence to take on the HR department; a huge department looking after files and documents for 85,000 active employees plus 120,000 leaver information.
The Co-Op’s HR department application focused on those documents that needed to be stored and retained for legal reasons. 600,000 documents each with multiple pages amounting to over 1 million pieces of paper. “These are very important documents core to group compliance and an audit trail of their management and storage is critical”, explains Matthew.”