Loire-Atlantique Department manages 5000 HR agent files with Efalia

The Loire-Atlantique department has implemented an HR document management solution with Efalia ECM to replace its old ECM, which has become obsolete. This migration project made it possible to take over 400 gigabytes of data representing 700,000 PDF documents while modernizing the infrastructure and securing access to agent folders.

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Challenge

The department had been using an old ECM since 2010, which had reached the end of its life, both in terms of the software base and the underlying Solaris infrastructure. This obsolescence required urgent migration while maintaining the complete documentary history.

• Obsolescence of the old solution not maintained

• Solaris infrastructure under decommissioning

• Need to take back 400 gigabytes of historical data

• Need to maintain the confidentiality of files with strict geographic compartmentalization

• Decentralized organization requiring fine management of authorizations

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Solution

After studying three scenarios (internal development, extension of existing software, third-party solution), the department selected Efalia ECM for its ability to integrate with Sopra's HR Access and its advanced document management functionalities.

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ENGINE/APP/TECHNO

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Efalia ECM

• Daily interface with HR Access via CSV/XML feed

• System for managing authorizations by territory and function

• Unique filing plan with fine metadata-based rights

• Client-server architecture with distribution of individual scanners

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Results

Successful migration and modernized organization

The migration took place gradually from January to March 2021, delegation by delegation, allowing smooth ownership by the teams. The 700,000 documents were taken back without significant errors thanks to a process of division into 30 batches processed individually. The HR organization now operates 100% in dematerialized mode for consulting documents.

• Data recovery: Complete migration of 700,000 PDF documents without loss

• Secure partitioning: Fine management of authorizations by territory and function

• Automation: Daily synchronization of service numbers from HR Access

• Operational autonomy: Functional administration provided by business teams

• Improved ergonomics: Modern web interface adapted to the needs of managers

Key figures

• Migration time: 4 months for full implementation

• Volume treated: 400 gigabytes of historical data

• Equipped users: 50 to 70 HR managers across all sites

Return on investment

• Technical security: Modernized and sustainable infrastructure

• Continuity of service: No interruptions during migration

• Organizational flexibility: Possible evolution of the IS without impact on documentary production

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