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DCS centralises HR document management for New Look

Newlook project win

Data Capture Solutions is pleased to announce the successful implementation of an HR Electronic Document Management solution for New Look – one of the UK’s largest fashion stores.  The solution will help New Look centralise management of employee documents held across 650 stores and give them complete control over their employee documents.

“The HR team at New Look is excited about using FileStore as their HR EDM system as it will provide consistency to how we save, access, update and retrieve large numbers of employee files and documents. Our requirements have been accurately met with a solution that is really simple and easy to use with a familiar and adaptive user interface. The ability for each user to customise views of the system allows us better control and a deeper understanding of what we have in our personnel files.” Ann-marie Murphy, HR Director, New Look.

DCS are providing scanning services to digitise and store 15000 existing employee files and also receive and scan all ongoing employee documents that will then be stored in FileStore. It will be accessed by over 60 users in the HR team and other team members in New Look distribution centres.

Main features of the system include:

  • Ability to upload documents in various ways – individual documents, bulk uploads or scanning via DCS services.
  • The EDM is very dynamic and configured to specific business needs and if business requirements change the system is capable of adopting changes without needing a complete overhaul.
  • Different security levels for different users.
  • Over 140 defined document types under which any particular employee document can be classified as.
  • The system allows New Look to ensure data protection is maintained, document retention schedules are adhered to and other legislative processes like Right to Work are managed.

“The DCS team have enjoyed working on this project; its demands have been a good match to our skill set in technical, scanning and management services. An agile approach and close working involvement from the New Look team made delivery within a constrained time window achievable. We are confident the solution will resolve existing employee file handling issues, and is at the same time prepared for on-going changes to the business.” John Atkins, Project Manager, Data Capture Solutions.

About New Look

Founded in 1969, New Look has grown from a single store to become a dynamic, international, multichannel retail brand with a unique value-fashion offer in apparel, footwear and accessories for women, men and teenage girls. The New Look Group has over 800 stores across the globe in 21 countries, and our estate of 571 UK stores places New Look in immediate reach of the majority of the British population.

About Data Capture Solutions

Data Capture Solutions (DCS) provides a wide range of information management software and service solutions to automate document driven business processes such as employee file management, invoice processing and sales order processing. DCS solutions improve efficiency of business processes and reduce operational cost.

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