Insperity faced an urgent modernization challenge: Its electronic records management system was reaching end of life just as sensitive HR data volumes kept rising. To keep pace with growth, strengthen compliance, and prepare for an AI-first future, the company partnered with Box to manage HR records securely and at scale.
Headquartered in Houston, Texas, Insperity provides scalable HR solutions for small and mid-sized businesses, helping manage payroll, benefits, compliance, and other HR tasks for more than 300,000 worksite employees across the US. But internally, the company needed a modern platform to support millions of sensitive documents and integrate smoothly with Salesforce.
“When our current ERMS was going end of life, we had to make a switch to a provider who valued security, innovation, and the scalability we needed,” says Camille McLaren, Director, Records Administration at Insperity, “because what got us here isn’t going to take us to the next level.”
Box delivered the integrations, security, compliance, and content governance Insperity needed, while opening the door to AI-driven transformation.
Key takeaways:
- Insperity migrated 33M+ HR records from legacy systems to Box, improving compliance and access
- The company streamlined sales workflows using Box as a secure content layer inside Salesforce
- The company expects to reduce some document requests from days to minutes with Box Apps, Box Hubs, and AI-powered workflows
Legacy systems holding back growth
Startups and small businesses rarely have the resources and budget to build a crackerjack HR team right off the bat. But the lack of HR expertise in small organizations can create real issues as it grows. This paradox is where Insperity Services shines.
But while Insperity helped clients scale, its own technology was becoming a constraint. The company had more than 33 million employee records stored in an aging system scheduled for retirement. Manual processes and fragmented tools slowed work across teams.
The challenges showed up in several ways:
- Manual onboarding tasks like document collection and verification slowed everyday work
- Complex compliance requirements made HR documentation harder to manage across states
- Sales teams struggled to collect and store sensitive prospect information efficiently in Salesforce without sacrificing security or usability
These issues affected content operations every day. They also made it harder for Insperity to prepare for the next phase of AI-driven work.
The move from file sharing to enterprise content management
Insperity first adopted Box six years ago for secure external file sharing. That use case mattered because HR data is highly sensitive and often needs to move between parties.
Over time, Box became much more central to the business. As John Rhoades, Managing Director of Data Privacy and Technology Compliance at Insperity, explains: “Box has grown from just external file sharing into a core part of our enterprise content strategy.”
In early 2024, Insperity integrated Box directly with Salesforce Sales Cloud. That shift streamlined how the sales team worked. Reps could stay inside Salesforce while Box securely managed documents behind the scenes as the content layer.
Box has grown from just external file sharing into a core part of our enterprise content strategy.
Insperity’s teams are required to collect due diligence documentation from prospects, which is a time-intensive process involving significant communication — a process that creates real scalability challenges. By leveraging Box Hubs, teams can now collect documents from prospects more easily and cut down on the back-and-forth that once slowed the sales cycle. This speeds up document retrieval and client onboarding, and also gives clients self-service access to their account-related paperwork on Box Hubs.
Insperity has also worked with Box Consulting to design a new records center solution using Box AI-powered metadata extraction alongside Box Doc Gen, Box Forms, and Box Apps. “Box Apps is a game-changer for our group,” McLaren says, “empowering team members to customize their workflows as their business needs change.”
Modernizing operations across millions of records
Insperity is now migrating millions of documents from its old content solution with the migration tool Box Shuttle. McLaren says Box Shuttle gives the technology team the ability to move and manage data in Box securely and efficiently, regardless of source, taking advantage of enhanced metadata extraction and scalable folder structure. And with Box Shield, they’ve been able to implement automated retention and disposition policies for stronger content governance.
Change is hard, but so is becoming irrelevant.
Already, Insperity manages onboarding and HR data for roughly 100,000 clients in Box. The company expects Box Extract to help reduce time spent on routine but important work across workflows, including:
- Searching for and retrieving documents
- Validating information for completeness
- Identifying duplicate documents
- Following up with team members for missing information
That shift gives teams more time to focus on client service. As McLaren puts it: “Change is hard, but so is becoming irrelevant."
Using AI to absorb growth without adding staff
“The rate at which we collect new and sensitive data is compounding daily, and we need a system that can scale with us for the next 40 years,” says McLaren.
With that foundation in place, Insperity is already seeing value from AI. By automating metadata extraction with Box AI, Rhoades expects the organization to avoid hiring two to four full-time equivalent employees. But, he says, “It’s not about reducing headcount. It’s about absorbing growth without adding staff."
It’s not about reducing headcount. It’s about absorbing growth without adding staff.
Box supports broader business outcomes:
- Stronger compliance controls through automated classification
- Faster onboarding experiences through intelligent content flows embedded deeper into customer journeys
- Future trust center experiences for sales teams using Box Hubs enriched with AI guidance during due diligence
Insperity is targeting 7–10% annual client-base growth. Box AI will help the company scale without matching that growth with proportional support staffing, creating both cost savings and operational efficiency.
Stronger client service on a foundation of content
Insperity sees a huge opportunity to improve client service by rethinking how document requests are handled. Today, retrieving and validating client documents can require significant manual effort across teams. With AI-powered metadata and validation workflows, Insperity expects to reduce some document requests from days to minutes. That change will support more self-service experiences, speed up retrieval, and reduce time spent chasing information.
It’s working with partners like Box — who are relentless in educating us, spark our imagination, and continue to show us value — that will lay the foundation for content lifecycle management.
“For Insperity, it's working with partners like Box -- who are relentless in educating us, spark out imagination, and continue to show us value -- that will lay the foundation for content lifecycle management and create a seamless experience for our internal teams to service our clients,” says McLaren.
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