Between their two file rooms containing around 3,500 active and terminated employee files, Escambia County HR was running out of storage space.
And with so many paper files, fulfilling public records requests was a time-consuming process. Employees had to manually scan, email, assemble PDFs, save to a drive, and add to the records request system, which could take up to an hour and a half each time.
Additionally, if a file was located in another department, they had to send out an all-hands email to the team to locate it, causing significant delays in fulfilling requests.
While some files had been digitized through Escambia County HR’s HRIS system, the system lacked the ability to mass upload files, requiring the tedious process of uploading files one by one. Moreover, the system did not provide the necessary search criteria for efficient records retrieval. The team knew they needed a more efficient and accessible solution to digitize their file management.
After evaluating various solutions that were expensive and included unnecessary features, Escambia County HR found Axiom Pro. They were impressed with the user-friendly interface, streamlined file retrieval, and cost-effectiveness. The demo showcased a cleaner and more intuitive system, eliminating the need to navigate through multiple folders to find the desired files.
Escambia County HR decided to adopt Axiom Pro to overcome their file management difficulties and transition towards a fully digital solution.