Discover how a digitisation project improved document visibility and retrieval for a UAE government HR department

Background

Our client is a UAE government entity with a Human Resources department responsible for managing a large volume of employee-related documentation. This included invoices, local purchase orders (LPOs), petty cash claims, and other HR records, all stored in physical filing cupboards.

Over time, the number of files increased, making it difficult for the team to manage documents efficiently and keep track of what information was available.

The Client’s Challenge

The HR department was working with a large number of physical files across different document types and years. With no clear structure or central index, staff often struggled to locate specific documents when they were needed.

In many cases, team members spent hours searching through filing cupboards, only to find that the document they were looking for was missing or no longer existed. The lack of visibility into the records made day-to-day work more time-consuming and frustrating.

The client needed a practical way to organise their documents, improve visibility, and allow staff to access information quickly and securely.

The Solution

The client engaged Crown Information Management to help bring structure and visibility to their HR records.

Our team first organised the physical files by document type and then by year. Once structured, the documents were digitised, with three key metadata fields captured for each file to support accurate indexing and retrieval.

Department-level folders were created, with documents stored by year to match the client’s existing workflows. The digitised files were then released in batches to the client’s SharePoint environment. User access control lists were applied to ensure documents were only accessible to authorised users.

The Results

Following the project, all HR documents were fully digitised and securely stored in SharePoint.

Staff can now locate documents within minutes, rather than spending hours searching through physical files. The department has full visibility of its records, and documents can be accessed quickly when needed, with appropriate security controls in place.

The new system has removed the reliance on physical filing cupboards and has made day-to-day document management simpler and more efficient for the HR team.

Need Some Help?

If your organisation is struggling with large volumes of physical files or slow document retrieval, Crown Information Management can help.

Contact the team today to learn more about our digitisation and document management solutions.