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Behavioral Health Nonprofit Migrates 7,500 Historical HR Documents
Solution Description:
Providing behavioral health services to children and families requires focus, compassion, and consistency, but one community based behavioral health nonprofit found its HR team overwhelmed by years of historical employee records. With 7,500 HR documents stored in legacy systems, staff were slowed by a M.E.S.S (Manual Efforts & SpreadSheets) that made compliance reviews stressful and time consuming.
Critical employee records including W2s, W4s, I-9s, personnel files, and agreements required secure handling and accurate migration, yet manual processes made progress slow and error prone.
TAP Innovations delivered its proprietary and secure Historical Document Migration Solution™, automating the extraction and migration of historical HR files into Paylocity. Smart workflows ensured accuracy, protected sensitive data, and eliminated manual effort.
"We finally feel in control of our records again."
- Security & Technology Manager, behavioral health nonprofit
Watch TAP Innovation Solutions in action!
Challenge:
The organization faced ongoing challenges managing historical employee records across HR systems:
- Manual processing of thousands of HR documents slowed staff productivity
- Compliance risk due to misplaced or incomplete historical records
At 5 minutes per document, manually migrating 7,500 records would require more than 625 staff hours. At $25 per hour, that equals approximately $15,625 in labor costs.
TAP Innovations replaced manual workflows with secure automation, reducing risk while accelerating compliance readiness.
Accounts: Confidential
Website: Confidential
Number of Locations: 4
Number of Employees: 130
Industries: Healthcare, Mental Health, Social Services, Medical
Solution
"Managing HR files felt like searching for one form buried in a mountain of paperwork."
That burden disappeared once automation took over. Employee records are now centralized, accurate, and securely stored within the HCM system.
Business Wins:
- Saved more than 600 staff hours and over $15,000 in labor costs
- Improved compliance readiness with complete and accessible records
- Freed HR staff to focus on supporting children and families instead of paperwork
The organization can now stay focused on strengthening children, youth, and families, 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Learn more about TAP’s Historical Document and Data Migration Solution here.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, Paycom
