Success story - Heineken

Xtendis digital archive system leads to efficient processing of personnel documents 

In the old situation, most documents were processed in paper form. The decentralized departments compiled the documents and sent them physically to the Shared Service Center. There, the documents were processed first and only then scanned. 

Xtendis has enabled a complete digital distribution of personnel documents. The documents are scanned by both the Support departments and HR SSC employees at the source. After scanning, the documents are displayed in separate views on Xtendis, ensuring that users only see documents that are intended for them. Based on the document metadata, the documents are automatically assigned to the correct handlers. 

Flow and link with SAP ensure optimal accessibility to digital personnel files 

The deployment of Xtendis makes the digital archive much more dynamic. Documents are retrievable from the very beginning of the process. In addition, Xtendis offers more search options. Through a link with SAP, the HR system Heineken uses, Xtendis automatically creates a digital file for each registered Heineken employee. Files can, therefore, be searched not only by number but also by more obvious characteristics (for example, name and date of birth). The link also enables files and documents to be accessed directly from SAP. 

Enhanced authorization of personnel archives 

Thanks to the advanced security features of Xtendis, setting up a solution for Heineken has become much simpler. In the past, each operating company had its own environment, but now they have been consolidated within Xtendis. The Xtendis security zones determine which authorized users have access to the documents in each archive. 

Heineken's initial experiences with Xtendis are very positive. The users find the system more user-friendly than the old solution, and performance has also improved significantly. 

Benefits and results

Thanks to the deployment of Xtendis, Heineken's Human Resources department benefits from the following advantages: 

• Documents no longer need to be physically sent to HR SSC. This saves on handling and postage. 
• Documents are stored directly in Xtendis, eliminating the need to check whether or not documents arrive at HR SSC. 
• All documents are directly accessible during the process. 
• Authorization has been greatly improved. Access to documents can be managed from one environment. 
• Xtendis is easier and faster to operate.