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Community Nonprofit Migrates 2,585 Historical HR Documents
Solution Description:
For nonprofits focused on advocacy and community development, time spent on paperwork is time taken away from serving people. That was the challenge for a New York based community nonprofit dedicated to advancing social justice and economic opportunity. Their HR team needed to migrate 2,585 historical records including W2s, W4s, I-9s, personnel files, and agreements into Paylocity, but the process was too complex and time intensive to manage manually.
The team was buried in a M.E.S.S (Manual Efforts & SpreadSheets), where every document move drained limited resources. With compliance requirements and sensitive employee data at stake, efficiency and security were critical.
TAP Innovations introduced its proprietary Historical Document Migration Solution™. Using smart workflows, TAP automated the secure transfer of every file, eliminating inefficiencies and ensuring accuracy. The HR team regained confidence in their records while reclaiming time for mission driven work.
"The project ran smoothly, and we are glad to have our records where they belong."
- VP Sales, community nonprofit organization
Watch TAP Innovation Solutions in action!
Challenge:
The nonprofit organization encountered significant challenges with its previous recordkeeping approach. Key issues included:
- Manual effort required to move thousands of HR documents
- Risk of compliance violations from misplaced or mishandled files
At 5 minutes per document, managing 2,585 files would take over 215 hours of staff time. At $25 per hour, that equals about $5,375 in labor costs. For a lean nonprofit team, this represented valuable hours and dollars lost to inefficient processes.
TAP Innovations delivered automated and secure migration, ensuring accuracy while significantly reducing costs. Organizations typically save 30 to 50 percent by adopting TAP’s Historical Document Migration Solution™.
Accounts: Confidential
Website: Confidential
Number of Locations: 8
Number of Employees: 61
Industries: Non Profit, Community Program
Solution
"Manually organizing HR files felt like sorting through decades of community flyers overwhelming and never ending." That is how the process felt before partnering with TAP Innovations. Today, HR documents are fully centralized, accurate, and secure.
Business Wins:
- Saved more than 200 staff hours and over $5,000 in labor costs
- Reduced compliance risks with accurate and complete file migration
- Freed HR resources to focus on people rather than paperwork
The organization can now devote more time to advancing economic opportunity and social justice, while HR processes operate smoothly in the background.
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
