Case Study: Employment and Education Centre achieves one-third file-space reduction and instant, secure electronic records access with FileHold

Non-Profit Document Software Implementation

The Employment and Education Centre (EEC) in Brockville is a not‑for‑profit that provides training, employment and counseling services and generates a large volume of paper records. With a single filing room at capacity and legal retention requirements (notably seven years for Employment and Credit Counseling files), the EEC also lacked an inventory or tracking system to show who created files, when they could be destroyed, or how past disposals had been handled.

The project used a two‑phase approach: Phase 1 inventoried and reorganized all hardcopy files and scanned files closed in the previous two years (removing about one‑third of folders); Phase 2 implemented the FileHold EDRMS, stored scanned records, shredded redundant hardcopy, and added metadata and location/destruction tracking for remaining paper files. The outcome freed significant storage space, produced a complete inventory, enabled rapid full‑text search, version control and access security, improved FOI compliance, and shifted new records to electronic storage so the main filing room will be vacated within five years.

Employment and Education Centre