Success story - Sodexo

One central online archive for all personnel files 

In April 2015, Sodexo's human resources department moved to new premises. The paper personnel files did not move with them. Instead, the organization switched to the online digital archive system WoodWing Xtendis in which all personnel-related documents can be stored. Because this solution is managed in the WoodWing data center, Sodexo did not have to make any additional ICT investments. 

Online personnel archive is extra secure 

Sodexo works with personal data, and therefore, the extensive security capabilities of WoodWing Xtendis were deployed during the transition to a digital personnel archive, both at the functional and document level. Thus, besides guaranteeing a document's authenticity, the protection level for consulting a document is arranged. Personal documents that should only be consulted by the personnel department can only be retrieved by authorized individuals. In addition, for each user, Xtendis defines which functionality may be used for which documents. 

Hundreds of letter types are automatically archived in the correct digital personnel file 

WoodWing Xtendis can help save time when archiving documents by automating various actions. For instance, the human resources department can use a QR code to manage the large volume of documents shared with employees. Thanks to this QR code, these documents are fully automatically archived in the correct personnel file, assigned the correct category, assigned the correct document type, and set the correct protection level. 

Outgoing documents that need to be signed by an employee are automatically recorded in the digital file when sent with the status "unsigned." This status changes to "signed" as soon as the document is returned signed. In this way, the personnel department can automatically monitor which documents still need to be returned signed. 

In addition, Sodexo employees can easily save documents to the Xtendis archive from MS Outlook, MS Word, and Excel with just one click. 

Quickly look up personnel documents online in a variety of ways 

Consulting documents in WoodWing Xtendis is done via a secure web browser session. This allows management to consult a file from any location. Searching for documents is usually done at the file level. Still, it can also be done based on one or more characteristics, such as category, date, or a combination of these two or random words from the document, thanks to the Full-Text functionality. The strength of Xtendis is that cross-sections through all files can also be created. For example, it is possible to generate an overview of all authorizations that have expired or will expire within a certain period.