Digitizing Personnel Files for Beaverton School District
Project Overview
Total Images Scanned: ~4 million images scanned
Timeline: 5 months (On Schedule)
Key Quotes
“It has been a pleasure to work with a company that is so reliable and efficient.”
— Alfonso Giardiello, Executive Administrator for Talent Acquisition, Beaverton School District
“DocuDriven adapted to all our requirements, and their attention to detail, confidentiality, and efficiency was impeccable.”
— Alfonso Giardiello, Executive Administrator for Talent Acquisition, Beaverton School District
Background
The Beaverton School District undertook a large-scale project to convert its extensive human resources and payroll paper documents into a digital format. The district’s HR department housed a mixture of personnel files, including active and inactive employee records, I-9 forms, leave of absence documents, and other sensitive materials. With plans to migrate to a new electronic HR system, the district needed all its physical files to be accessible in this new platform. Maintaining confidentiality and a clear chain of custody throughout the project was critical.
Project Scope
Initially, there were an estimated 1.3 million images to be scanned, which included files dating back to the 1960s. However, as the project progressed, the scope expanded significantly when the school district decided to scan an additional collection of microfiche images. The project ultimately included the digitization of approximately 2 million paper and microfiche images. The Beaverton School District required the work to be completed within a period of a few months, making timely work and communication crucial.
The Challenge
After searching for the right vendor, the district decided to work with DocuDriven based on their pricing structure and their commitment to completing the project within the tight four-month deadline. “Since the beginning, the DocuDriven proposal fit all our needs, including a better price and commitment to do the job in four months. It was ‘too good to be true’, but it was clear that they knew and had experience with the task when they presented their proposal,” said Alfonso Giardiello, Executive Administrator for Talent Acquisition at Beaverton School District.
The Solution
To demonstrate their ability to meet the district’s needs, DocuDriven completed two test boxes—one complex and one simple—allowing for fine-tuning of the scanning process and data handling. “We needed a way to record and track documents leaving our facilities. This is not easy when you need to capture the name of every single folder. They found a way to do it efficiently and expedited,” explained Giardiello. DocuDriven implemented a meticulous process for tracking the movement of documents, ensuring that the chain of custody was always maintained. Each document, including sensitive HR files, was handled with care, and tracking was achieved down to the level of individual folders.
Results
By digitizing their files, the district enhanced the accessibility and security of HR records and simplified internal processes such as staff onboarding and leave management. The project made a lasting impact on the district’s HR workflows and document management processes. With approximately four million images scanned in total, the district now has easy access to a vast archive of documents.
The DocuDriven Difference
According to Giardiello, “DocuDriven delivered as promised and was always ahead of the plan. They adapted to all our requirements, and their attention to detail, confidentiality, and efficiency was impeccable. They handled nearly four million images in four months, all while maintaining clear communication and ensuring we were always on track.” DocuDriven is committed to meeting client expectations and communicating effectively every step of the way.
About DocuDriven
DocuDriven is a Business Process Optimization (BPO) company specializing in data and document management, based in Vancouver, Washington. We offer tailored products and services designed to enhance your organization’s business processes, available both on-site and remotely.
