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Regional Workforce Nonprofit Migrates 5,002 Historical HR Documents
Solution Description:
What if your HR team had to dig through thousands of files every time a compliance check came up? That was the daily reality for a large regional nonprofit focused on workforce development and community programs. With thousands of employee records spread across legacy systems, staff were weighed down by paperwork instead of supporting people and programs that change lives.
The HR department was stuck in a M.E.S.S (Manual Efforts & SpreadSheets). Managing more than 5,000 historical HR documents including W2s, W4s, I 9s, and personnel files became time consuming and risky from a compliance standpoint.
TAP Innovations introduced its secure Historical Document Migration Solution™. Using automated workflows, TAP migrated employee records into the organization’s new HCM system with accuracy, efficiency, and built in data protection.
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- Director of Information Security & Compliance, regional workforce nonprofit
Watch TAP Innovation Solutions in action!
Challenge:
The organization faced significant hurdles while managing HR records during system transitions. Primary challenges included:
- Manual handling of more than 5,000 HR documents, slowing daily operations
- Increased compliance risk due to scattered and outdated file storage
At 5 minutes per document, processing 5,002 records would require more than 417 staff hours. At $25 per hour, that equals over $10,400 in labor costs. Beyond cost, the process exposed sensitive employee data to unnecessary risk.
TAP Innovations eliminated these inefficiencies through automated, secure migration, reducing manual effort while strengthening compliance readiness.
Accounts: Confidential
Website: Confidential
Number of Locations: 1
Number of Employees: 19000
Industries: Non Profit, Education, Training, Community Program
Solution
"Sorting through thousands of HR files felt like searching for one sock in a mountain of laundry." That is how the HR team described life before TAP Innovations. Today, every document is organized, accessible, and securely stored.
Business Wins:
- Saved more than 400 staff hours and over $10,000 in labor costs
- Improved compliance readiness with centralized HR records
- Freed HR staff to focus on workforce programs instead of paperwork
The organization can now dedicate more time to advancing employment opportunities and community impact, supported by streamlined and secure HR workflows.
Learn more about TAP’s Historical Document and Data Migration Solution here.
Digital Tools:
APIs, SSIS, C#, Python, Selenium, SQL Server, Web Services, App Service, Azure Functions, Robotic Process Automation (RPA), SFTP Servers/Clients
Integrated Systems
Categories: HCM
Brands: Paylocity, ADP
