Case Study · Document Management
HR Document Management Case Study: How The Doyle Collection Cut Manual Handling by 90% with SharePoint
The Doyle Collection transitioned from physical HR files to a structured, digital system built on SharePoint Online and Power Apps, cutting manual handling by 90%.
90% less manual document handling
Retrieval cut from hours to seconds
GDPR retention automated across 8 hotels
Executive summary
The Doyle Collection moved from physical HR files to a structured, digital system built on SharePoint Online and Power Apps. Previously reliant on manual processes and paper files, the organisation faced challenges with governance, efficiency, and GDPR compliance. Inteknix delivered a digital solution offering secure, centralised records, automated compliance workflows, and reduced administrative effort.
The initial phase went live in under eight weeks. Subsequent phases extended the solution across eight hotels in three countries. The completed system now manages thousands of employee records and saves the People & Culture team hundreds of administrative hours each month.
At a glance
The Doyle Collection is a family-owned group of eight upscale hotels located in Ireland, the UK, and the US, known for blending traditional charm with contemporary design and art.
The challenge
Each new hire had a physical file with contracts, tax forms, and training records added manually over time. This process caused:
Misplaced or hard-to-locate documents
Time-consuming manual updates
Limited oversight of document status and retention
Difficulties aligning with GDPR obligations, requiring manual checks to remove outdated records
Though the process was clear, it relied heavily on manual labour and lacked automation or visibility. The Doyle Collection needed a digital system to manage the entire employee lifecycle efficiently and securely.
The approach
Inteknix began by mapping the existing process to identify inefficiencies. Key focus areas included file structure, document management, GDPR compliance, and data security. Using SharePoint Online and Power Apps, a solution was designed within the organisation's existing Microsoft 365 environment, reducing the need for a separate third-party document management platform.
Before migrating files, a systematic GDPR cleansing removed non-compliant data. From a set cut-off date, all employee files were created digitally.
The solution
Centralised Digital Files
SharePoint Online provides a structured, secure location for thousands of employee records across eight properties, accessible in real time.
Automated GDPR Retention Processes
Retention workflows and notifications replace manual checks, ensuring outdated documents are flagged and removed automatically.
PeopleBank Integration
The PeopleBank integration automates onboarding data entry, cutting duplicate work and improving the new employee experience.
Purpose-built Permission Checker
A purpose-built app audits permissions, enabling quick lookups by employee, SharePoint group or by hotel site.
The outcome
The Doyle Collection now operates a fully digital, compliance-ready HR records system. Onboarding is faster, records are centralised and secure, and GDPR retention is managed automatically.
Integration with the PeopleBank applicant tracking system reduces duplication, allowing records to populate electronically from the point of hire.
By saving hundreds of administrative hours each month, the solution allows the People & Culture team to spend less time filing and retrieving documents and more time improving onboarding, supporting employee development and enabling the group’s growth.
Key results
"Inteknix transitioned our People & Culture function from physical files to a paperless Microsoft 365 solution, cutting manual handling by 90%, reducing retrieval time from minutes or hours in some cases to seconds, and strengthening compliance with role-based access and audit trails."
Alan Smullen, Head of People, The Doyle Collection
Conclusion
By replacing paper files with a structured Microsoft 365 solution, The Doyle Collection now has a scalable system that supports compliance and minimises administrative effort. This approach demonstrates the value of aligning technology with process needs.
Selected Work
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FAQs
Frequently asked questions
Hotels can digitise HR records using SharePoint Online and Power Apps within their existing Microsoft 365 environment — as The Doyle Collection did — eliminating paper files while automating document management and GDPR retention processes
Automated retention workflows can flag and remove outdated employee documents without manual checks. The Doyle Collection implemented this using SharePoint Online, supporting consistent retention management while reducing administrative work.
The Doyle Collection’s initial phase went live in under eight weeks, covering process mapping, GDPR cleansing, and the core digital filing system. Subsequent phases — including PeopleBank integration and multi-site rollout across eight hotels — followed incrementally, allowing the HR team to see value quickly rather than waiting for a lengthy full deployment.
Yes. PeopleBank’s applicant tracking system can be integrated with SharePoint Online to automate onboarding data entry, reducing duplicate work and speeding up the new employee experience.
In The Doyle Collection’s case, digitising HR records saves the People & Culture team hundreds of administrative hours each month. Manual handling was reduced by 90%, while document retrieval time fell from minutes or hours to seconds across thousands of employee records.
SharePoint Online, Power Apps, workflow automation, and document management tools together form a secure, centralised system for managing employee records across multiple sites.
A purpose-built permission checker app can audit user access across SharePoint site collections, enabling quick lookups by employee, SharePoint group, or by site — useful for multi-site or multi-property organisations.
Often, yes. Where the existing Microsoft 365 and Power Apps licensing is suitable, organisations can build a SharePoint-based HR document management solution without purchasing a separate third-party platform.
Looking to achieve similar results?
If your organisation struggles with manual, non-compliant HR record management, explore how a Microsoft 365-powered solution can transform your processes.
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