HR Record Management solution Metsä Wood
Metsä Wood specialises in the delivery of wood-based solutions for a wide range of market sectors including construction, transportation, and home and lifestyle. Products are based on Nordic premium timber supplied by the forest owners of Finland’s Metsäliitto Cooperative and offered to end-users through DIY chains and other business. The company is part of the Metsä Group which employs 11,500 people in 30 countries with annual sales of more than 5 billion euros.
Metsä Wood wanted to update the processes used to store high volumes of paperwork relating to HR, payroll and employee records. In particular, the company wanted to replace the paper-based filing systems used at its head office in Tilbury, Essex with a more efficient solution, one that would improve access to essential HR records for members of the HR team that spent a considerable amount of time working at any of the company’s seven different locations around the UK.
e-docs UK was asked to develop a cost effective solution that would streamline the handling and storage of human resources files and provide ready access to this data for authorised personnel working at other locations. It recommended the implementation of OneView, a state-of-the-art document retrieval solution that meets the need for rapid access to electronically archived corporate data. It would also enable Metsä Wood to achieve compliance with corporate governance guidelines and internal policies relating to the tracking and storage of important corporate data.The initial phase of the project was to scan, index and load more than 20,000 documents onto OneView, e-docs UK’s on-line repository that uses highly secure, mirrored web servers situated at two separate locations providing the highest levels of service resilience and data security. The documents, which included HR files, employee records and payroll files, were scanned, indexed and stored using the latest data capture software over a period of one month. This gave authorised personnel instant access to all stored documents around the clock from any internet-enabled computer using a standard web browser.e-docs UK provided Metsä Wood with a simple and intuitive methodology to help users access stored information. DocWorks, designed specifically for delivering online access, offers full text search for both computer output and scanned images as a standard feature without requiring additional investment.On an ongoing basis, Metsä Wood can now index and load any electronic data received such as PDF files directly onto OneView. All new paper-based documents received are routinely sent to e-docs UK for scanning and loading onto OneView within twenty-four hours of receipt.
"e-docs UK has provided us with a cost-effective solution that is enabling us to manage information more efficiently from different locations."− Sue Culverhouse, Metsä Wood’s Compensation and Benefits Officer