ONS Onderwijsbureau provides administrative support, management information and advice for more than 50 school boards in primary and secondary education. For example, for all these schools, approximately 6500 salaries are paid per month. Thanks to years of knowledge and expertise, they are able to support all these schools all too well in the secondary processes.
Why digitise and store externally?
René Kerstgens, Director at ONS Onderwijsbureau, explains: “We have chosen to digitise the documents of active staff members and store the documents of the no longer active staff members at Archive-IT. For storage, we opted for the file-level storage service. The main reasons for doing this are to be able to work digitally as much as possible and the risk of detriment of physical files on location. Another reason why we have chosen to do this is to address the lack of space. We noticed that storing all files took up a lot of space. In addition, digitisation will enable us to comply even better with GDPR legislation. Now that almost everything has been digitised, it is much easier for all staff members to access the desired information about their file.”
Import into AFAS
After scanning, the personnel files were integrated into the AFAS systems. René explains: “Because we had the personnel files digitized for all our customers and each customer has its own AFAS environment, each customer also had to be imported in a separate environment. It also happens that staff members work for several boards and one and the same file had to come in several AFAS environments. This meant that we were faced with a major challenge. For example, about 50 AFAS environments had to be filled with the correct files of the employees concerned. Thanks to good communication with Archive-IT and the right technical support, all of this went well.”
Handling the files
After digitization, Archive-IT offers a number of options: return to the customer, storage with Archive-IT or confidential destruction. ONS Onderwijsbureau has therefore opted for the latter option. René explains: “We have chosen to have the scanned files destroyed by Archive-IT. This will happen eight weeks after everything has been scanned. We have the files destroyed because they can all be found in the AFAS system and have been digitized according to the correct procedures and certifications. As a result, the physical files no longer have any added value.”
Prior to the project, René visited Archive-IT with a few colleagues. Here they mainly looked at the processes. René says: “We were invited to come and have a look at the processes within Archive-IT. They showed how transport arrives and how files are prepared for scanning. When we saw Archive-IT’s expertise, we immediately knew that it was all right here!”
We would like to thank ONS Onderwijsbureau for its trust and the pleasant cooperation during this digitisation process.