Document Management Case Study: Two Rivers YMCA’s Transformation with Total Solutions
Two Rivers YMCA, a prominent community organization, grappled with a common challenge that afflicts many businesses—an accumulation of paper files consuming valuable office space. Within the Y’s administrative offices, filing cabinets and oversized furniture crowded the workspace, significantly reducing its usability. With limited staff resources and an unwavering commitment to data privacy and security, Two Rivers YMCA embarked on a mission to digitize their extensive paper records while preserving confidentiality. To accomplish this comprehensive document management solution, they sought the expertise of Total Solutions.
Confronting the Challenge:
Two Rivers YMCA faced a substantial backlog of paper documents, including employee files, workers’ compensation records, and benefits documentation. The challenges they encountered spanned three critical areas:
Space Limitations: Overcrowding of office space due to the sheer volume of paper documents resulted in reduced workspace for staff.
Resource Constraints: Two Rivers YMCA lacked the additional staff required to digitize their substantial paper records.
Data Privacy and Security: Safeguarding sensitive employee data remained a top priority, necessitating expertise and a commitment to confidentiality in document handling.
The Total Solutions Approach:
Total Solutions collaborated closely with Two Rivers YMCA to develop an efficient plan to address these challenges. Here’s a breakdown of the project’s unfolding:
Initial Assessment:
- Total Solutions’ HR specialists meticulously reviewed the content of the paper documents.
- They formulated a comprehensive strategy to categorize and manage various document types effectively.
Training and Preparation:
- A dedicated team member underwent specialized training to identify and categorize different types of documentation.
- The team member acquired the necessary skills to meticulously sort through the paper files.
Document Preparation:
- The assigned team member diligently sorted and organized the paper documents, grouping them by employee name for efficient scanning.
- Every staple, paper clip, and post-it note was methodically removed to ensure seamless scanning.
Scanning and Digitalization:
- Total Solutions employed advanced scanning technology to digitize the prepared documents.
- They paid great attention to preventing folds or ripples in the paper to minimize scanning issues.
Document Management:
- The digitized files seamlessly integrated into Two Rivers YMCA’s payroll system.
- Different document types received appropriate categorization within each employee’s file based on the required level of security (e.g., benefits, workers’ compensation).
Secure Disposal:
- With the paper files successfully digitized and securely stored in the payroll system, the sanitized paper documents were placed in a secure shredding bin.
- Two Rivers YMCA regained valuable office space and bid farewell to the need for physical file maintenance.
Total Solutions achieved an impressive transformation of Two Rivers YMCA’s paper-based document management system into an efficient, secure, and space-saving digital solution. Their expert handling of the digitization process allowed the YMCA to reclaim valuable office space while ensuring the privacy and security of sensitive employee data. With quick and secure access to digitized records, Two Rivers YMCA now dedicates itself to its mission of serving the community while efficiently managing administrative tasks.
Total Solutions remains committed to assisting organizations in streamlining their operations through customized solutions tailored to their unique needs. To delve into our document management services in-depth and discover how we can support your organization, please don’t hesitate to contact us today.