Case Study:

DOWNER RAIL

Recall™ Provides Digital Solution To Improve Security & Access of HR Files

Customer Profile

With over a century of experience in delivering total rail solutions including rolling stock and infrastructure, Downer Rail has approximately 20 sites across Australia and employs around 1,400 people.

It is a subsidiary of a leading engineering and manufacture management services provider, the Downer Group. With process-led innovation and maintenance solutions, Downer Rail increases availability, improves reliability, and reduces costs for its customers.

Challenge

Human Resource (HR) records need to be stored for regulatory and business reasons. Downer Rail had physical files stored in all of its Australia-wide sites, occupying valuable office space. Access to relevant files was difficult and time consuming. The Payroll and HR business units needed a digital solution to electronically manage files to improve access and workflow efficiency. Management needed to mitigate the risks around the collection of personal data and ensure security protocols were met and monitored.

The Recall Solution

The files, across the country, were securely moved using Recall’s specialised courier services to a secure facility in Sydney, where they were converted to images and indexed. Once in this format, the files were uploaded and hosted on ReView, Recall’s Electronic Content Management (ECM) system, powered by OnBase.

This digital solution is highly efficient and user friendly. It provides the ability to search the database of records using an effective search function. As it integrates with Outlook, emails and attachments are easily uploaded to the electronic HR file. Hosted content in ReView is also available through Outlook. This same ease of upload and accessibility applies across Microsoft Word, Excel and PowerPoint.

Functional Details

Dedicated customer C.A.R.E. (Consistency. Accuracy. Reliability. Efficiency.) team. GPS-routing to optimize transport schedule (facility). Perimeter protection, lighting and alarms; closed-circuit television (CCTV) and digital video recording (DVR); and mantraps.

Results

Greater workflow efficiency and streamlined accessibility are the measurable benefits of this digital solution. There have also been other positive advantages to the new process.

The system provides stronger, more secure compliance protection. Through user password configuration, access to specific file groups and document types is securely controlled. The same security protocols apply to software functionalities. Data integrity is enhanced. Recall’s strict Quality Assurance procedures and training during implementation has delivered better classification protocols. Now users can find what they need, when they need it.

Multiple users can access the same document, regardless of location, at the same time. With this capability, ReView optimises both business efficiency and the business value of stored files. By converting all documents into images, the solution also delivers long term protection.

This end-to-end solution now provides HR and Payroll with immediate access to the information they need to provide better service to their customers. Information is at their fingertips, rather than taking days or hours to source. There are no more health and safety concerns when accessing the clutter of boxed - or stored files. Less paper has reduced printing expenditure and has delivered a more sustainable business environment, in line with Downer’s overarching corporate purpose.

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