EFFICIENT DIGITAL PERSONNEL FILE MANAGEMENT

DOCUMENT PROCESSING TIMES REDUCED BY UP TO 70% AT NTT DATA ROMANIA

NTT DATA uses information technology to create new paradigms and values, which helps contribute to a more affluent and harmonious society. The company supports the customers in their digital transformation through a large portfolio of consulting, applications, infrastructure and business processes, IT modernisation and managed services, and indepth industry expertise and deliver measurable results that meet or exceed every expectation.

Innovation is in the centre in their business, thus continually investigating advanced technologies and constantly working on innovative ideas to respond to customers’ needs.

NTT DATA Romania wanted to manage its employee documents more efficiently and decided for M-Files and Document Navigator from Konica Minolta to automate their document management processes as much as possible. The new processes reduced the document processing time by up to 70%.

I believe in teamwork, in a job well done and I believe that a people-oriented vision is the basis for the constant evolution of the company. Open communication and collaboration will allow us to grow and transform our business to constantly generate added value.

Maria Metz

CEO, NTT DATA Romania

A large number of documents means a high processing time and a complex administration and tracking process. With Konica Minolta’s solution we have gained time and accuracy in processing documents and the important information is now just a click away. Electronic employee document management is now simple to manage, secure and efficient.

Cristian Reininger

HR Manager, NTT DATA Romania

Aim and context of the project

A company’s most important resource is its human resource. How we treat, train and reward our employees says everything about the goals we have set ourselves and how we can adapt to the market in which we operate.

Managing more than 2,000 employees can be a challenge for any company, especially from the point of view of the Human Resources department (HR). Each employee has a personal file with an impressive number of documents: employment contract, contract addenda, regular medical checkups, evaluations, educational documents, CV, etc.

How to manage them, starting from the first day of work and continuing with all the documents generated throughout the employee’s working life, is extremely complex.

Requirements

NTT DATA Romania has asked Konica Minolta the following challenge: how can we manage employee documents more efficiently?

Following the discussions, the main conclusion was that the document management process needs to be as automated as possible – especially in the initial phase, when NTT DATA adds new documents to the employee’s file.

Also, access to each employee’s confidential information must comply with legal requirements and NTT DATA Romania’s internal working procedures and, equally, the people in charge of working with these documents must have fast and secure access.

Challenge

Large number of employees (over 2,000)
Large volume of documents and information within the company requiring short processing and administration time
Adapting the document work process to current needs and using state-of-theart technologies to increase productivity

Solution

M-Files is a document management solution that can store any type of electronic file, offering advanced storage, search and retrieval of the information within the company.

Document Navigator is an intelligent document capture, processing and distribution solution for both paper and electronic documents.

The workflow based on M-Files and Document Navigator solutions is based on:

Implementation of a document scanning workflow, via Document Navigator, directly into the M-Files electronic storage solution
Linking different types of documents of the same employee for easy retrieval of information

Advantages

Create an electronic HR file for each employee
Secure access to information according to each user’s role
Reduce document processing time by up to 70%
Efficient tools for searching, editing, sharing and organising content and information
M-Files is a metadata-based system, so documents and information are easy to classify and find