Regional Grocer Stays on Top with Time & Cost-Saving Document Management System


Technologies Used:

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The client is the leading full-service grocery retailer in Western and Central New York, and Northwestern Pennsylvania. With over 10,000 associates, they operate 71 full-service super-markets and five franchise supermarkets.


The Business Challenge

When the company was previously divested, all of their historical HR data, along with their new-hire information, remained resident in the legacy system of their former parent company. This resulted in undue cost, labor overhead, and processing delays because data and documents were being transferred between sites for scanning and indexing into the legacy system. In addition, sensitive employee data for their staff was, in effect, residing on the servers of a potential competitor.


The Solution

Regional Grocer, Alchemy and Keyfile Conversion

The company selected Microsoft SQL Server and the highly scalable INDICIUM Document Management System for their HR information management system. INDICIUM DM’s out-of-the-box functionality enabled the development team to craft a solution to manage the company’s HR information, while allowing room for system growth and additional processing functionality/integration. Using the INDICIUM Import Server and INDICIUM Migration Connector Utility, historical records were extracted from the old system to an intermediate format. The images and data were then cleansed and made accessible within INDICIUM, with more sophisticated indexing capabilities to simplify document search and retrieval.

The new system leverages the advanced security and indexing capabilities of INDICIUM to manage all aspects of capturing, accessing and maintaining the company’s HR data. Three simple-to-operate document scan stations are used for information capture; two are dedicated full-time and the third is used by a temps and part-time staff.

Because the process now occurs onsite, document capture is completed and information is readily available online within one day, instead of taking a week or more. HR personnel can find all documents pertaining to an employee in one place, with the added benefit of being able to target specific document types. With their own inhouse system, data management and security are completely within their own control.