Arkivverket Modernizes Recruitment with Grade
Industry
Stat
Head Office
Oslo, Norge
Employees
300+
Client Since
2014
“We were sitting in the back seat. There was too much variation in how things were done and too little data to understand what worked.”
Behrooz Malaekeh, Fagansvarlig Rekruttering og Arbeidsgiverprofilering, Arkivverket
Background
For over a decade, Norway’s National Archives, Arkivverket, has partnered with Grade to support its HR and recruitment processes. When Behrooz Malaekeh joined the organization in 2023, after a decade in the private sector, he quickly became the driving force behind a new era of HR modernization and data-driven recruitment.
Coming from the private sector and a different environment, Behrooz quickly adapted to the public sector’s distinct rhythm and the structured approach that defines its way of working. Still, the mission-driven nature of Arkivverket resonated deeply with him.
“As I often say, it’s not about making as much money as possible anymore. It’s about what we give back to society. This makes the work meaningful and motivating for me.”
With roughly 300 employees, Arkivverket had a strong foundation but needed modern HR tools and a clear recruitment strategy to improve efficiency and candidate experience.
Challange
When Behrooz joined, HR worked largely reative on filling each role. With hiring managers taking the lead in most recruitments, candidates naturally experienced some variation in how processes and timelines were handled.
“We were sitting in the back seat. There was too much variation in how things were done and too little data to understand what worked.”
Key challenges included:
- No structured feedback from candidates
- Reference checks were conducted manually, leaving room for a more efficient process.
- Lack of data insights and reporting
- Limited employer branding or candidate communication
- Difficulty attracting candidates for technical roles like IT
Behrooz saw an opportunity to rebuild the HR function into a proactive, strategic partner that could lead recruitment with consistency, data, and better tools.
The Solution
Behrooz and the HR team introduced a modern ecosystem of Grade products and complementary third-party tools, integrated into every stage of the recruitment process.
Grade Solutions Used
- Jobadmin for centralizing recruitment workflows and improving collaboration between HR and hiring managers
- Refensa for digital reference checks, enabling a hybrid approach suited to the organisation’s needs
- Realcruit to collect candidate feedback and identify process improvements
- Gobi Stories (third-party) for employee storytelling and showcasing workplace culture
“We looked for quick wins,” Behrooz explained. “Things like feedback, data, and references could be digitized right away. It helped us improve both quality and efficiency.”
Arkivverket also introduced several creative and cost-effective initiatives:
- Podcasts for each job posting, hosted on Spotify, to highlight leaders and workplace culture
- In-house social media campaigns designed with Canva and run on Meta platforms, cutting costs dramatically
- LinkedIn Recruiter integration via Joblogia API to automate direct job advertisements
Collaboration with Grade’s Customer Success team, especially Christoffer, was a key part of the journey.
“Grade has been a partner in crime for us,” Behrooz said. “Christoffer really listened first before suggesting solutions. It wasn’t about showing off features but understanding our problems and helping us reach our goals.”
“Grade has been a partner in crime for us”
The results
Within a year of implementing these changes, the impact was measurable and substantial:
- 61% increase in total applicants year-over-year
- 146% increase in applicants for IT and hard-to-fill roles
- Faster and more consistent candidate communication
- Stronger collaboration between HR and hiring managers
- HR became a central strategic driver instead of a support function
The team’s efforts culminated in Arkivverket winning the Best Recruitment Award at Grade Day 2025, recognizing their innovation in public-sector hiring.
“It was a shock, honestly,” Behrooz said. “We had just focused on doing recruitment better – using data, insights, and creativity. The award was a sign that our work had made an impact.”
Cultural Impact
The transformation extended beyond process improvement. It changed how recruitment was viewed within Arkivverket.
“It’s great to see that leaders now view recruitment as a dedicated professional area, not just an administrative process,” Behrooz shared.
“They’ve realized how much impact HR can have on achieving organizational goals, if we actually can get a hold of candidates we previously could not.”
Behrooz credits the HR team for embracing change and adopting new tools quickly.
“We can buy as many tools as we like, but what matters is culture and collaboration. Our team has been exemplary in that.”
“Employer branding er ikke en bryter du bare kan slå på. Det handler om systematisk arbeid over tid. Og det skal vi fortsette med.”
What’s Next
The next phase for Arkivverket focuses on deeper strategic work: defining a clear Employer Value Proposition (EVP)and strengthening long-term employer branding.
“The work ahead is more behind the scenes now,” Behrooz explained. “We’ll look closely at candidate satisfaction through Realcruit and analyze NPS data to keep improving.”
While future efforts may not yield new awards immediately, Behrooz believes the ongoing impact will speak for itself.
“Employer branding isn’t a switch you can turn on overnight. It’s about systematic work over time. That’s what we’ll continue doing.”
Conclusion
Arkivverket’s journey with Grade shows how even in the public sector, innovation and collaboration can drive measurable change. By combining digital tools, data-driven insights, and human understanding, Behrooz and the HR team have redefined what modern recruitment looks like, turning a once traditional process into a source of strategic value.
