Educational Alliance Success Story - Digiscribe · Educational Alliance Success Story Executive...
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Educational Alliance Success Story Executive Summary Educational Alliance (EA), a 125 year-old New York City social services and educational institu- tion, needed a more efficient and effective way to manage human resource (HR) files. With over 600 employees, many of them seasonal, storing, and managing paper files was inefficient. EA knew they needed a digital solution to help them move forward. They turned to Digiscribe for document scanning services, cloud document management, and workflow automation software. The result; improved efficiency, greater effectiveness, and a built-in business continuity plan. • Easier, quicker, and more reliable access to hundreds of digitized HR files • Automated data sharing between document management and payroll software • Remote access to employee files • Stellar audits • Space savings • Streamlined employee onboarding Industry • Non-Profit Challenge • Better way to onboard new and returning employ- ees • Provide easy and remote access to documents • Streamline auditing process Solution • Outsource scanning of multi-page HR files to Digis- cribe • Use cloud document management software for all digitized documents Impact • Eliminated 11 file cabinets and multiple storage box- es in the office • Immediate & easier access to digitized HR files • Streamlined employee onboarding
Transcript of Educational Alliance Success Story - Digiscribe · Educational Alliance Success Story Executive...
Educational AllianceSuccess Story
Executive SummaryEducational Alliance (EA), a 125 year-old New York City social services and educational institu-tion, needed a more efficient and effective way to manage human resource (HR) files. With over 600 employees, many of them seasonal, storing, and managing paper files was inefficient. EA knew they needed a digital solution to help them move forward. They turned to Digiscribe for document scanning services, cloud document management, and workflow automation software. The result; improved efficiency, greater effectiveness, and a built-in business continuity plan.
• Easier, quicker, and more reliable access to hundreds of digitized HR files
• Automated data sharing between document management and payroll software
• Remote access to employee files
• Stellar audits
• Space savings
• Streamlined employee onboarding
Industry• Non-Profit
Challenge• Better way to onboard new and returning employ-
ees• Provide easy and remote access to documents• Streamline auditing process
Solution• Outsource scanning of multi-page HR files to Digis-
cribe• Use cloud document management software for all
digitized documents
Impact• Eliminated 11 file cabinets and multiple storage box-
es in the office• Immediate & easier access to digitized HR files• Streamlined employee onboarding
New York Office800.686.7577
New England Office877.550.2088 Preferred
Solution Provider®
Success Stories
ChallengeEducational Alliance helps over 50,000 New Yorkers build better lives at over 18 locations throughout New York City with educational programs and social services. With over 600 employees, almost half of them seasonal, their HR documents were overflowing in file cabinets and boxes throughout the office. Onboard-ing new and returning employees was cumbersome, accessing paper files was time consuming, and there was no remote access to critical documents during natural disasters, such as electrical outages
Due to the large number of youth programs, Educational Alliance faced many surprise and planned audits, sometimes occurring at the same time, and always requiring immediate attention. Paper-based files re-quired an HR staff member to bring the requested documents to the auditors, sometimes remain with them, and bring the documents back and re-file. Educational Alliance wanted to minimize, if not eliminate, this time-consuming problem.
As a result of a forward-thinking COO joining the organization combined with an upcoming office renova-tion, EA knew they needed a digital solution to improve efficiency in the HR department. They researched several document scanning and document management providers and even considered scanning docu-ments themselves before they chose to work with Digiscribe.
Solution
Digiscribe provided a combination of scanning services and document management software to solve EA’s efficiency challenges. Over 1,900 multi-page HR files were sent to Digiscribe’s facility for scanning and keying of first and last names. Additional index fields were automatically populated with data from EA’s ADP payroll system, which was pulled down by Digiscribe and matched to each employee’s file. EA’s staff was able to conduct more efficient document searches with the more fully indexed files.
The digitized files were uploaded to FileBound On-Demand cloud document management software, giving EA staff access to documents from any computer or mobile device at any time, from anywhere.
Within FileBound, e-forms were created for job applications to be completed at EA’s offices. Data sharing between FileBound and ADP allowed automatic recognition of a re-hire based on a social security and address match, at which point the remaining fields were automatically populated for review, approval, and submission by the applicant. If there was no match, a new applicant completed the e-form specific to the position they were applying for and submitted it electronically for review. Once hired, the data was pushed into EA’s ADP system, eliminating the need for manual data entry. On a weekly basis, Digiscribe now down-loads EA’s ADP data and pushes it to FileBound so that employee status is correctly identified in both soft-ware systems.
New York Office800.686.7577
New England Office877.550.2088 Preferred
Solution Provider®
Success Stories
Once the HR files were digitized and the onboarding process streamlined, EA sent all of their mandatory and compliance papers to Digiscribe for scanning, indexing, and uploading into FileBound, further leverag-ing their investment in the software.
Impact
“We have made great progress in eliminating paper and increasing access to information. This is how one does business today, given available technology and the desire for
efficiency and flexibility.”
Lee Botnick Senior VP Human Resources
Educational Alliance
Improved Efficiency• Immediate and easier access to hundreds of digitized HR files
• Data sharing between document management and payroll software eliminates manual data entry and repetitive processes
• HR staff now able to devote their time to strategic partnerships rather than paper transactions
Streamlined Onboarding of Seasonal Employees• Automated selection and completion of job application forms
• Reduced onboarding time by half
• Eliminated need to search and pull files of returning employees
Successful Audits• Significantly improved performance on planned and ad hoc spot audits
• Streamlined responses through the ability to create a virtual clipboard for an auditor and give them
New York Office800.686.7577
New England Office877.550.2088 Preferred
Solution Provider®
Success Stories
automated access to what they need
Space Savings• Eliminated 11 five-drawer file cabinets and multiple storage boxes lining halls throughout the office
• Reallocated office space
• Renovated offices are sleek and clean without paper clutter
Remote Access for Business Continuity• Access HR files from any computer or mobile device at anytime from anywhere
• Respond to audits and run reports remotely
• Review employee applications remotely
Educational Alliance’s management was so happy with Digiscribe’s solution that they rolled it out through-out the agency. Digiscribe scanned and indexed the agency’s program, fundraising, donor, accounts pay-able, and other files and uploaded them to FileBound, leveraging EA’s investment in the software. New paper documents are scanned by EA staff and uploaded to FileBound ensuring optimal efficiency through-out the organization.
Solutions Used
Document Scanning &
Indexing
E-Forms Cloud Document
Management Software
Integration Services
About Digsicribe & Digiscribe New England
New York800.686.7577
New England877.550.2088
Digiscribe delivers paperless office solutions that eliminate manual and inefficient business processes in accounts payable, human resources, and other critical business
areas. Our clients engage us to lower costs, improve efficiency, and mitigate compliance risk throughout their organizations. We offer cost-effective services and software
including outsourced digital mailrooms, mailroom scanning, workflow automation, cloud document management software, and document scanning. Digiscribe’s New York office
is one of the first SOC 2 Type 2 document conversion centers in the tri-state area, and our New England office is a Massachusetts Privacy Law compliant facility. Both offer award winning technical support and customer service, more than 25 years of
experience, and a HIPPA compliance trained staff. Learn more at digiscribe.info.
About Educational AllianceThe Educational Alliance, a 125-year-old New York institution, is a vibrant, dynamic
organization serving New Yorkers with programs and services that embrace innovation and build community. From their beginnings as a place for Jewish immigrants to learn
how to acclimate to the U.S., Educational Alliance serves everyone regardless of the language they speak, where they come from, or socioeconomic status. To date,
Educational Alliance has helped 4 million New Yorkers to live a better a life with arts and culture, education, health & wellness, and social services. To learn more, visit edalliance.
org.
