USG People Belgium NV Customer Story
USG People Belgium Increases Productivity and Collaboration with Alfresco and Amazon Web Services
USG People is a specialized provider of staffing and employment services for all Recruit Global Staffing, part of Recruit Group, one of the largest HR services providers in the world. Every day, more than 100,000 people in Belgium, the Netherlands, Germany and France are employed through the network of USG People Belgium.
A global leader in HR staffing, USG People Belgium manages a lot of documents in its day-to-day operations, which include onboarding, contracting, payroll, billing and much more. In addition to the thousands of documents generated in-house by the employment process, hundreds of thousands of legal and other documents must also be collected, managed and archived.
Before adopting Alfresco, USG People Belgium had no enterprise content management solution in place and struggled to manage all of these documents across its 100 to 200 offices. Without a central content repository, there was little to no version control and documents were floating around the organization on various local hard drives and in shared network folders.
Because some paper documents were only available in the head office, those that required signatures sometimes had to be physically shipped to various local offices upon request. This practice was expensive and many times, finding the most updated version of a requested document was impossible.
“There was a lot of pollution,” said Luc Buntinx, USG People Belgium’s IT Delivery Manager. “Users often had trouble finding the documents they needed and in other cases, even when they could find a document, there would be several versions. The information couldn’t always be trusted.”
The company needed an enterprise content management solution to improve the way its content was being managed and accessed across the entire organization.
After evaluating several enterprise content management solutions, USG People Belgium chose Alfresco based on its open architecture, functionality, ease of use and experienced and established partner community.
Alfresco was integrated with a customized front office application through the Alfresco API in the early stage. Later on, they adopted also Alfred API, an API provided by Xenit, a trusted Alfresco partner. Xenit then helped to migrate all of the company’s business critical documents into one central, customized repository. The bulk import included metadata to improve searchability.
“The migration from our legacy systems was facilitated by Xenit and their product Alfred Inflow and completed in phases,” said Buntinx. “It took two months to migrate all of the relevant information, which included about 2.5 million documents. We could not have done it without Xenit and their expertise.” Today, 7 million documents are managed by Xenit, with 1 million documents being added annually.
The proactive monitoring of the availability and performance of Alfresco is made through Alfred Ops, which is an open source tool set, provided by Xenit, which allows to detect and fix any potential issue, without impacting the customer daily activities.
Today, Alfresco serves as a central document repository for USG People Belgium. All business-critical documents such as personal identification information, CVs, salary slips, invoices and more are managed and archived in Alfresco. Users are able to quickly and easily find the documents they need and can trust that the information is correct and current. End user adoption was immediate and the feedback has been very positive.
Since implementing Alfresco, overall productivity and collaboration has increased because everything is now in one central location and users can access the information they need with a single click. In alignment with USG People Belgium’s corporate strategy to move to the cloud, the Alfresco platform was migrated to Amazon Web Services in 2016.
Alfresco also helps USG People Belgium comply with the EU General Data Protection Regulation (GDPR), which regulates the storage of private and confidential data.
“We wanted the pollution to stop and needed one version of the truth, which is something that was achieved just days after implementing Alfresco. Now, users can find the documents they need fast and they can trust the information,” said Buntinx. “The best way to describe the value of Alfresco is this: A few years ago, we migrated from our old world to this new Alfresco world and I don’t think you can find anyone in the organization who wants to go back. Everyone is very happy with their experience.”
99.9 % high availability of Alfresco is provided by Xenit managed services.
“USG People likes to develop a number of partnerships with suppliers that are able to grow along with our needs and market situation. Xenit fits right into this strategy. They bring in the technical expertise we lack, deliver managed services that we can rely on, and advise us in what steps to consider.” Luc Buntinx, IT Delivery Manager, USG People Belgium