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Animal Welfare Nonprofit Migrates 39,421 Historical HR Documents
Solution Description:
Caring for animals in need is demanding work, and for a large animal welfare nonprofit, administrative inefficiencies were pulling focus away from that mission. With 39,421 historical HR documents locked inside a legacy HCM system that was nearing end of access, the organization faced mounting pressure to act quickly.
The HR team was overwhelmed by a M.E.S.S (Manual Efforts & SpreadSheets). Critical employee records including W2s, W4s, I-9s, contracts, and personnel files were scattered and difficult to retrieve. Manual extraction would have required months of effort and temporary staffing.
TAP Innovations implemented its proprietary and secure Historical Document Migration Solution™, automating the extraction, secure staging, and migration of every historical HR file. Documents were temporarily stored in Azure and then prepared for seamless ingestion into the new HCM system, ensuring full compliance and zero data loss under tight timelines.
"An awesome 5! Excellent. The effortlessness and ease of this project was a great value for us. Very impressed!"
- Chief Financial Officer, animal welfare nonprofit
Watch TAP Innovation Solutions in action!
Challenge:
The organization faced urgent and high risk challenges during its HCM transition:
- 39,421 employee files trapped in a system with expiring access
- Manual retrieval would have required thousands of staff hours or temporary hires
At 5 minutes per document, manually processing 39,421 files would require more than 3,285 staff hours. At $25 per hour, that equals over $82,000 in labor costs.
TAP Innovations eliminated this burden through secure automation, delivering fast, accurate results while protecting sensitive employee data.
Accounts: Confidential
Website: Confidential
Number of Locations: 25
Number of Employees: 521
Industries: Healthcare, Veterinary Services, Non Profit
Solution
"Trying to move this many HR files by hand felt like rescuing every animal in the city with just one kennel."
That pressure disappeared once automation took over. Historical records are now complete, centralized, and securely available within the new HCM environment.
Business Wins:
- Saved more than 3,200 staff hours and over $80,000 in labor costs
- Secured 39,421 HR documents during a time sensitive system transition
- Improved compliance readiness with accurate and complete historical records
The organization can now focus fully on rescuing, rehabilitating, and caring for animals, confident that HR operations are streamlined, secure, and future ready.
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: isolved, Paycom
