The customer
Hilton Care, a leading provider of person-centred support to adults with learning disabilities, sought to enhance their HR filing system. With over 100 people supported across various locations, Hilton Care needed a robust, efficient, and secure document management solution to streamline their HR processes.
The primary challenge was to implement a system that could be quickly deployed, without taking resource away from Hilton Care’s internal IT team. The customer required a solution that would centralise HR documents, ensure compliance with data protection regulations, and provide quick, easy access to information for their distributed teams.
After deep consultation with the Hilton Care to fully understand the needs of the teams they help, Restore Information Management recommended a cloud-based document management and workflow automation platform.
The system was chosen for its ability to securely capture, centralise, and process information without manual intervention, making it ideal for HR filing.
The implementation of the system was completed swiftly, thanks to its cloud-based nature. Key steps included:
Assessment and planning: We conducted a thorough assessment of Hilton Care’s HR document management needs and planned the implementation process.
Data migration: Existing HR documents were securely migrated to the Cloud, ensuring no data was lost during the transition.
Configuration: The system was configured to meet Hilton Care’s specific requirements, including setting up user specific virtual cabinets, roles permissions and access controls to ensure data security.
Training: We provided comprehensive training to Hilton Care’s staff, ensuring they were comfortable using the new system.
Go-Live: The system went live within a short timeframe, with minimal disruption to Hilton Care’s operations.
The journey has enhanced safety standards with the elimination of stacks of paper documents, resulting in a cleaner and safer workspace. Employee morale has also been boosted, due to a more structured and efficient approach to filing.
Efficiency: Reduced the time spent on manual document handling, allowing HR staff to focus on more strategic tasks.
Accessibility: HR documents became easily accessible to authorised personnel from any location, supporting Hilton Care’s distributed teams.
Compliance: The system ensured compliance with data protection regulations, providing peace of mind regarding the security of sensitive HR information.
Scalability: The cloud-based nature of system allowed Hilton Care to scale the system as their needs grew, without significant additional investment.
The project resulted in more streamlined HR processes as well as an improvement in operational efficiency across the board, supporting Hilton Care’s mission to provide high-quality, person-centred support to adults with learning disabilities.
"Working with Restore Information Management has transformed the way we manage HR documents. The cloud-based system has not only refined our HR processes but also significantly improved safety standards by reducing clutter. Our HR team now works more efficiently, with quick and secure access to essential information, ensuring compliance. The smooth implementation and expert guidance from Restore Information Management have made this transition seamless"
Maria Hajiloizi, Office Manager, Hilton Care