Life Before Going Paperless
Justin Mastrantuoni, Director of Human Resources, describes the office before eFileCabinet: “We were fully paper. In the HR Department there was a room adjacent to the office that was completely filled with filing cabinets that were just stuffed with paperwork for all of our attendants and consumers. It was very difficult to navigate through it all.”
DON Services was about as “paper-heavy” as it gets. Each employee file had around 75 individual pieces of paper. Multiply that by 400 employees in an industry with high turnover, and you’ve got a paper nightmare. The Payroll and HR department processed over 900 W-2s in the last year alone. Managing the paperwork was extremely difficult. Employee tracking was done with paper spreadsheets. Corporate Controller, Corey Kendall CPA, CGMA, explains, “When payroll was finished, they’d bring HR back the paperwork and they’d have to spend hours just filing all the papers in paper folders. It was just very difficult. It really was.”
Justin and Corey recognized the need for a change and started researching document management systems. After watching an eFileCabinet demo, they were able to get a detailed vision of how it could revolutionize their workload.
They then thoughtfully designed their implementation. “This is something you have to carefully plan,” Corey says. “When you’re trying to file 7 years of paperwork and bring it into a system, you want to have a plan.”
“We scanned in everything,” continues Justin. “I had the HR department and their staff, on top of their day-to-day work, scanning in all of these files and putting them into eFileCabinet. It was a very collaborative effort, and it really went more seamlessly than you’d think with all of that paper. It really was a seamless process.”
They were able to get rid of 700 square feet of wall-to-wall filing cabinets. “We were actually able to eliminate every single paper file that was in that paper filing room,” says Justin. “And it’s all now done through eFileCabinet, which is now pretty much an essential function for everyday work.”