Digital Transformation at NAIT: Navigating New Norms in HR Operations

Background

The Northern Alberta Institute of Technology (NAIT), a beacon of vocational training and technical education, faced an unprecedented challenge with the onset of the global pandemic in March 2020. The swift shift to remote work highlighted the limitations of their paper-based employee file system, which contained essential records for over 2,400 active and 5,900 former employees. This traditional method of record-keeping, while reliable under normal circumstances, became a significant hurdle in the new, decentralized work environment.

The Challenge

The core challenge lay in the accessibility and management of critical employee documents in a remote work setting. With the files physically stored on campus, the process of retrieving necessary documents became cumbersome and time-consuming, necessitating a physical presence on campus. The task was further complicated by the sheer volume of documents, totaling approximately 480,000 pages in the first phase alone. Moreover, the sensitive nature of these documents demanded a solution that upheld the highest standards of confidentiality and security.

The Solution

In response to this challenge, NAIT partnered with Consentia in early spring 2021 to embark on a digitization journey, beginning with the active employee files. Consentia’s professional and efficient approach involved a meticulous process of collecting, scanning, and organizing the documents into a structured digital format. This not only streamlined the access to these files but also ensured their integrity and confidentiality. The success of the initial phase led to a second engagement to digitize the archived employee files, further solidifying the digital foundation for NAIT’s HR operations.

The Outcome

The digitization project transformed NAIT’s HR processes, enabling seamless access to employee files regardless of the physical location of the staff. The move to a digital format not only facilitated remote work but also enhanced the efficiency and security of document management. The project’s success, marked by adherence to budget and timelines, set a precedent for digital transformation within the institution, paving the way for further innovations in administrative processes.