Digital Transformation of HR files for Profel
Use case scanning & archiving
Project description
Objective
Execute a scanning project of approximately 12,000 HR dossiers for Profel, ensuring digitization, classification, and metadata extraction to support efficient digital workflows.
Scenario
Profel entrusted Youston to handle the complete digitization of their HR dossiers. The process began with on-site retrieval and preparation of the documents, followed by their transportation to Youston’s scanning facility in Genk.
Here’s how the project unfolded:
- On-Site Preparation and Transport:
The HR dossiers were carefully packed into Youston-labeled boxes for easy identification and tracking throughout the process.
These boxes were transported securely to the Genk facility for further processing. - Scanning at the Genk Facility:
The dossiers were scanned using Youston’s state-of-the-art scan street, ensuring high-resolution digital copies of every page. - Digital Workflow and Classification:
After scanning, documents entered a digital workflow to be classified into 11 predefined categories.
Using a pre-Mira application powered by ChatGPT (private cloud), the system analyzed the text content of each page to determine its category.
Advanced AI techniques were employed to identify logical splitting points, ensuring that each document was accurately segmented. - Metadata Extraction:
Critical metadata, such as employee names, dates, and document types, was extracted during the classification process, enabling easy retrieval and integration into HR systems.
Challenges and Solutions
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1. Efficient Retrieval and Tracking of Physical Documents
Challenge
Ensuring the seamless retrieval and tracking of thousands of physical HR dossiers.
Solution
Youston-labeled boxes were used for clear identification and tracking. This ensured a transparent and efficient intake process, with all boxes easily traceable throughout the project. -
2. High-Quality Digitization of HR Dossiers
Challenge
The large volume of HR dossiers required high-resolution scanning and precise handling to preserve the integrity of critical documents.
Solution
The dossiers were scanned on Youston’s advanced scan street, which provided consistent, high-quality digital images for further processing. -
3. Accurate Classification of Documents into Categories
Challenge
HR dossiers contained a wide variety of documents that needed to be accurately classified into 11 categories.
Solution
A pre-Mira application powered by ChatGPT was used to analyze the text content of each page and classify it. Advanced AI ensured logical splitting and precise categorization. -
4. Metadata Extraction for Digital Integration
Challenge
Extracting relevant metadata to make the documents searchable and integrate them into Profel’s digital systems.
Solution
Youston’s AI-powered tools extracted critical metadata such as employee names, dates, and document types, ensuring documents were easily searchable and ready for integration into HR platforms.
Key Benefits for Profel
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Complete Unburdening
Youston managed the entire intake process, from on-site packing to secure transport and scanning. -
Digital Transformation
Profel’s HR dossiers were fully digitized, providing accessible and searchable digital copies. -
Metadata Extraction
Critical information was extracted and made available for streamlined integration into HR workflows. -
Transparent Document Classification
Documents were classified into 11 predefined categories with advanced AI, ensuring clarity and consistency.
Transformative impact
With Youston’s expertise, Profel achieved a smooth transition from physical HR dossiers to a fully digital archive. This transformation enhanced accessibility, reduced manual workload, and streamlined HR operations. The combination of high-quality scanning, advanced AI for classification, and accurate metadata extraction allowed Profel to:
- Increase Operational Efficiency: Digitized documents are now easily retrievable and integrated into existing workflows.
- Enhance Data Accuracy: Automated classification and metadata extraction reduced errors and ensured consistency.
- Support Digital Transformation: Profel’s HR department can now operate more flexibly, focusing on core tasks instead of manual document handling.
- Enable Scalability: The digital workflow and AI tools provide a scalable solution for future document management needs.
Outcome
Through tailored solutions and advanced technology, Youston delivered a seamless, transparent, and highly efficient digitization project for Profel. The result was a digital HR archive that is accessible, well-organized, and ready for future needs.
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Relevant services
Archiving
Free up space and store your documents in our fully controlled facility, managed by professionals. Need 24/7 accessibility? We ensure retrieval within 60 minutes.
Digitization
Scanned, indexed and backed up online. The future of your archive is digital. Our promise: access from anywhere at any time, 0% risk of data loss and 100% trust.
Relevant industries
Healthcare
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Financial services
Youston Group helps financial institutions streamline and secure document workflows, ensuring compliance and efficiency in an evolving digital landscape.
Insurance
Efficient data management is crucial for insurance companies, yet complexity and risks grow as information accumulates. Youston Group helps insurers digitize, secure, and streamline workflows while ensuring confidentiality and compliance.
Public sector
Public sector organizations must manage sensitive data efficiently while ensuring compliance and sustainability. Youston Group provides secure storage and end-to-end solutions to simplify information management.
Other business processes
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