Large Southern University Opts to Speed Document Conversion, Cut Costs, and Protect Confidentiality of HR Records

With the need to digitize over a half million employee documents, this University first chose to purchase hardware and software, and hire students part-time. After realizing that completing the task would take months, require training new students over the course of the process, and that accuracy was not at the level desired, they sought other alternatives.

As a state school, they were required to follow the RFP process and receive quotes from several suppliers. Since the documents contained the confidential information of over 5000 current and past employees, security was a key consideration. Although other responders submitted lower quotes, the University realized that vendors with these lower quotes would off-shore the work; this was not acceptable when processing the University’s sensitive HR documents. DataBank’s commitment to protecting the confidentiality of the information, their SAS70 Type II certification, and their experience in the field of Education converting confidential documents such as HR records and student records clinched the decision - the contract was awarded to DataBank.

The results were that costs were reduced over the on-campus approach, while image quality and accuracy rates were improved beyond expectations and beyond that which was stated in the contract. The conversion was completed in a matter of a few weeks.

While the documents were being processed at DataBank’s Gulf States Regional Center and if there had been a need to retrieve a document, the files could be quickly located, scanned and electronically transmitted back to the HR department.

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