Collection and processing of thousands of employee photos in record time

A leading multinational corporation, which wishes to remain anonymous, is facing the challenge of collecting and processing several thousand employee photos in just a few months as part of a rebranding project. The photos are primarily intended for new employee ID cards, but can also be used for other internal company purposes. To make the process as smooth as possible, the company is relying on a multi-channel capture strategy using Photo Collect: Employees receive a personal invitation by email or letter with a QR code that they can use to upload their photos remotely via smartphone. Alternatively, they can take their photos themselves at photo kiosks at specific locations such as the ticket office or cafeteria, or have them captured at reception using a mobile app. A professional photographer is also available for executives.

The collected photos are automatically processed according to company-specific specifications, some of which overlap with ICAO standards for biometric photos. Photo Collect solution Photo Collect uniform formats, uniform backgrounds, and optimal recognizability—highly automated and without significant manual effort. A particular milestone is the Capturing more than 20,000 photos in just one month, which demonstrates the scalability of the solution.

The integrated manual quality control allows for the final review of all submitted photos. The user interface for this is optimized for the validation of large quantities of photos. It allows for approximately 2,000 validations per hour. Various parameters can still be adjusted in manual quality control. In the case of images that do not meet the standards, the reason for rejection is selected directly from the interface using a drop-down menu and a new image is requested by the employee.

Seamless integration into ongoing operations and onboarding process

The process has now been incorporated into the Group's day-to-day operations. Each new employee is automatically sent a personal link that allows them to upload their photo. The solution is fully integrated into the onboarding process, enabling new employees to submit their photo before their first day of work. The solution is seamlessly integrated into the group's existing HR software. This allows the process to be started directly in the HR department, and the processed photos are automatically transferred to the software for printing the ID cards. This reduces manual or error-prone steps to a minimum and saves valuable time. While the cost of Capturing processing a photo with conventional systems is around $40, the digital solution offers cost savings of more than a factor of 10, i.e., less than 35 cents per photo.

Another key advantage is data security. All data is processed using proprietary AI models in a sovereign, ISO 27001-certified data center in Switzerland. This ensures compliance and protection of sensitive employee data at all times.

Cross-departmental collaboration

The project is being implemented in close coordination between HR/Human Resources, Corporate Security, and Facility Management. The clear division of tasks and the use of modern technology create an efficient, digital workflow that not only saves time and resources but also guarantees the quality and security of employee ID cards.

The result: a future-proof process that solves complex requirements simply, quickly, and cost-effectively—a real asset for any modern company.