Human resources team gains 95% efficiency by going paperless

Industry

Industrial park

Challenge

• Labor-intensive manual systems were prone to human error
• Paper filing systems made searching for information timeconsuming and difficult
• Onboarding was a slow and cumbersome process for new hires

Solution

Iron Mountain InSight Content Management solution

Value

• Automates Human Resources (HR) processes to streamline outcomes
• Provides a single pane of glass for all HR documentation
• Enables employee and business partner access-controlled HR workflows for onboarding, training, etc.
• Monitors tasks and sends reminders to employees to support project management
• Increases HR productivity, reducing document handling time from a day to 15-20 minutes
• Boosts environmentally-friendly initiatives via paperless processes

The Eskişehir Organized IndustrialZone (EOIZ) was established in Eskişehir Turkey in 1969. Ahead of its time, the Eskişehir Chamber of Industry hoped to enable more environmentally-conscious city planning by creating a dedicated area for industrial development. Its efforts have paid off with both commerce and employment growth in the region. Today, the EOIZ stands at 32 million square meters of mixed-use parcels — each connected with infrastructure such as water, electricity, natural gas, and phone.

Over the last 30 years alone, the EOIZ has grown by over 10 million square meters. Managing and maintaining such a large and fast-growing ecosystem of tenants requires a tremendous amount of effort — and paperwork. As its own administrative and maintenance teams have grown, EOIZ is challenged with managing document-heavy human resources (HR) processes.

There is also additional pressure to adopt more eco-friendly systems that meet environmental standards for the industrial area.

The team at EOIZ turned to Iron Mountain for help. “We chose to work with Iron Mountain because as an organised industrial zone, we have a very heavy burden of paperwork and we wanted to manage this load as part of our digital transformation,” said Erhan Tatar, Regional Manager at Eskişehir Organized Industrial Zone. Together, the teams implemented an information management solution that helps automate manual HR processes while nearly eliminating the use of paper documents.

Making human resources more human-friendly

EOIZ’s challenges with document-centric HR processes were multi-faceted:

• Manual systems were labor-intensive, repetitive, and prone to human error
• Paper filing systems made searching for information timeconsuming and difficult
• Onboarding was a slow and cumbersome process for new hires.

However, these obstacles are not unique to EOIZ. A survey conducted by HR.com found that paper-based processes still dominate information management. In fact, over 50% of responding organizations stated that they were still reliant on manual HR processes.

To help overcome these challenges, the EOIZ team implemented the Iron Mountain InSight Content Management solution. The new online dashboard provides a cohesive view of HR documentation processes for optimum oversight. It also enables employees and internal business partners to participat in access-controlled human resources workflows such as onboarding, training, and more. And monitoring sends reminders to employees if they forget to complete a task.

The new solution is paying off in efficiency and productivity for the EOIZ team. “We have achieved a big increase in the productivity of our Human Resources. We can now register documents within 15 to 20 minutes, whereas it previously took a whole day. So, we are able to employ our existing human resources more productively,” said Tatar.

Going paper-free for the environment

One of EOIZ’s primary motivations behind achieving digital transformation was to become more environmentally friendly. A key tenet of the industrial zone is to be as green as possible while supporting the healthy growth of the Eskişehir community. EOIZ’s team knew that the heavy use of paper was counteractive to fulfilling its mission. As an industrial zone, paper savings is an important parameter, said Tatar. “We value the environment and greenery very much. In a sense, this was the real reason why we chose Iron Mountain.”

The very first step of the Iron Mountain human resources implementation was to scan relevant paper documents and store them in a secure online repository. All future documentation processes could then be conducted digitally, such as form generation, document review, and more.

Open architecture and out-of-the-box connectors enable integration to many commonly used human resources solutions, including eSignature, Policy Center for developing legally defensible retention rules, and email platforms. Iron Mountain’s Secure Shredding program provides the option for recycling all collected paper while contributing to compliance with regulations.

A solutions-focused approach enables better and faster outcomes

Automating human resources workflows has greatly improved the speed of EOIZ’s internal processes. Using Iron Mountain, EOIZ was able to develop document processing workflows that rely on key data. During onboarding, for instance, if a tax form is needed, it can be generated automatically and sent to a new employee via email. Once the employee eSigns, the form is sent to the appropriate person on the EOIZ team for processing.

In addition, visibility into end-to-end processes that the InSight Content Management solution provides has empowered the team to make more intelligent decisions. “The Iron Mountain InSight Content Management solution has allowed us to manage our processes with greater speed and accuracy,” shared Tatar.

“I find the Iron Mountain team very genial, capable of acting swiftly and focused on solutions. We have been very pleased to work with them up to now,” said Tatar.

Learn about a five-step digital transformation journey with a video and white paper from Iron Mountain.

Learn more about Iron Mountain Insight Content Management solution.

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