30.11.2020

Following the successful digitisation of Groupon’s archive personnel documentation in 9 European offices, ArchiDoc continues the day-to-day handling of employee personnel files. The records are processed at ArchiDoc’s state-of-the-art digital processing centre in Chorzów ­­– one of Poland’s most modern OCR processing centres.

Since 2019 ArchiDoc is responsible for the day-to-day processing of employee personnel files for Groupon, this includes; scanning, indexing, and categorising them.

ArchiDoc has already carried out a similar project for Groupon. In 2018 / 2019 the Polish BPO company handled employee files of Groupon’s 9 European offices: Belgium, France, Netherlands, Ireland, Italy, Poland, Spain, Switzerland and the United Kingdom. Over 80 thousand personnel documents were scanned, categorised and archived.

“For the project, we were looking for a partner with competencies that would enable the efficient implementation of a geographically dispersed project. Cooperation with ArchiDoc had allowed us to complete the digitisation process within a short time and with the highest quality parameters maintained,” said Lorna Jones, Senior Director Global HRIS & HR Operations at Groupon.

Good cooperation with Groupon

Following a longstanding and successful relationship, Groupon have awarded ArchiDoc with the ongoing processing of documentation across its Global marketplace.

– We highly value the technological potential of ArchiDoc and possibility for handling the documents in a fast and effective manner. It is important for us that time between passing the documents to our entrusted courier and receiving the digital versions of them is relatively short and we have nearly constant access to the documents’ content. The additional features offered by ArchiDoc facilitate the work of our HR department – says Katarzyna Tomczyk, HR Director, Poland & Global Operations, Groupon.

 OCR and data processing algorithms

The process is fully automated and uses the OCR (optical character recognition) process and advanced algorithms. Thanks to this solution, the language of documents is irrelevant.

All operations are carried out in the central archive in Chorzów, the largest ArchiDoc branch.

The automated scanners installed here can process a dozen or so million pages of documentation a month.

First, the content of dossiers is prepared for automated scanning. After obtaining the digital versions of documents, they are analysed by special recognition algorithms that identify parts of text. Based on this the INDO software, created by ArchiDoc’s programmers, categorises the contents of personnel files on its own and then completes dedicated data sets.

“In the first project, there were some difficulties with the correct recognition of document types. Our employees don’t speak all the 7 languages in which the documentation is drawn up. This is why we developed software that recognises key text elements and translates them. Thanks to this, we taught our algorithms to correctly recognise document types. This way, we fully automated the process,” explains Michał Jurkiewicz, Deputy Director of ArchiDoc’s Operations Department.

Additionally, ArchiDoc generates full-text files (searchable PDFs) for paper documents. This way, Groupon HR departments can always quickly find any necessary information.

More information on the digitisation of personnel documentation for Groupon.