UCLH Workforce Electronic Filing - Human Resources

Goal: To undertake the first phase of digitalising employee records by generating and storing all new starter records electronically.

Background: Recruitment at UCLH generates, on average, 200 new paper-based files each month that are time consuming, inefficient (lost files can create lengthy delays in recruitment) and expensive to maintain.  Digitalised records have the potential to improve confidentiality and enable a higher level of compliance with data protection guidance and legislation.

Approach: 

1. Monthly electronic audits were conducted.
2. Staff were trained individually and in groups.
3. Process maps were developed to introduce the new procedures.
4. Processes were tailored to the requirements of the recruitment department responsible for setting up the electronic personnel files.

The new system is expected to continue indefinitely.  

Savings: The team estimated paper savings of 62 reams per year.  Assuming 400 reams of paper to a tonne and combining this with Defra’s 2015 conversion factor for ‘primary material production’ paper of 939 kg CO2e per tonne gives us annual carbon emissions from reductions in paper use of approximately 146 kg of CO2e.  Data on the increased use of technology for the paperless system was not available.The team also estimated cost savings for paper (£250 a month), staff time (£500 a month) and reduction in the need for storage (£100 a month) which gives a combined figure of £10,200 per annum plus a £10,318 non-recurring staff cost to file the backlog of new starter files that have built up in 2015. Financial savings will also be realised from a reduction in basement charges but these have yet to be quantified.