Paper-heavy processes were preventing the achievement of the goal to go greener

Chichester College Group were initially driven by a green initiative to go paperless. But in July 2017, a merger with another college asked stern questions of the current management of the college’s paper-based systems. A shift to digital would be a daunting and necessary one, but Chichester College Group recognised that to cope with the rising flow of paper documents resulting from various acquisitions, they would need to digitise fast and find a single solution that incorporated document and content capture, a robust document repository, information retrieval and storage, and track and control of documents across ALL their campuses.

“Our Chief Executive looked at the current environmental conditions and determined that it was our responsibility to make a more concerted effort to go paperless, especially with additional college mergers on the horizon,” explains Sara Barrett, the Group’s HR Project Coordinator.

Employee and student records had previously been printed, signed, scanned and stored in bulging filing cabinets; consequently, documents were time consuming to process and access. The amount of printing also contributed negatively to the College’s environmental commitments.

DocuWare Cloud digitised the HR Department

In 2018, Chichester College Group deployed DocuWare to re-engineer some long-standing, antiquated paper-based processes, improve compliancy, increase storage, and encourage some new, greener ways of thinking. The solution was implemented within a busy HR department, to handle employee personnel files and ensure employee data is equally as quick to search as it is quick to retrieve. “At our fingertips, is how I’d describe employee data now. Being able to drag and drop documents from Outlook into trays has been a real game changer,” Sara said.