Secure Document Management Solutions for Social Housing
Simplifying Document Management & Processes for Social Housing
A document management system integrates with your housing management systems to create efficiencies and remove pressures. This solution results in Social Housing organisations being able to provide great service to tenants, residents, and prospective buyers by capturing and securely storing all documents digitally into one centralised filing cabinet for instant retrieval.
For example. The complete history of a tenant or property can be fully tracked from beginning to end with tenant matters dealt with in real-time through immediate processing.
For social housing organisations that need to deliver savings and efficiencies whilst improving ways of working, a document management system will increasingly improve operations for the long-term. It will also adapt to industry requirements and legislation for full compliance.
The benefits of a document management solution
- Collaboration improves due to ease of sharing, access & retrieval of central documents that work in conjunction with your housing management system
- Works within the Housing Communities Agency (HCA) guidelines & requirements
- Reduces loss, errors & creates complete transparency across all documentation
- Secure storage, archiving & backup are standard & in line with the Information Commissioner’s Office (ICO) & GDPR, audit requirements etc
- Individual user access for documents is easily managed
- Real-time project management with sharing & tracking from any location & device
- Return on Investment (ROI) improves as savings & efficiencies are realised
General correspondence around rental via letter/emails, housing applications, agreements, property details (repair & maintenance), tenant management, surveys, architectural plans, building projects, HR records, images, gas & electric safety certificates, energy assessments, housing & council tax benefits are workflow processes that can be fully streamlined with document management.
How does document management work?
Documents are captured digitally, then securely stored in a central location with logical indexing applied for ease of access/retrieval. The latest version of any document is easily identifiable for users to access, this removes errors and duplication of effort.
As you streamline workflows you remove the time spent on manual paperwork duties, filing, copying, retrieving etc which make for a more productive and happier workforce. Overall, all employees feel better equipped to deliver excellent standards of customer service.
Is document management easy to integrate?
Yes, it is seamless and can be completed within a matter of hours. Downtime is minimal with Docutech, plus current software, finance systems and back-office applications can be fully integrated with ease. We also provide ongoing support to gain the maximum from your document management system on an ongoing basis.
How secure is document management?
The security and storage of documents is one of the leading benefits, plus this can be hosted in the cloud or on-premise, in accordance with standards and industry related compliance requirements.
What are the costs involved for implementation?
We have a range of simple payment options that do not require an initial outlay; therefore, the benefits of document management can be realised as soon as it is integrated. You also receive regular updates on efficiencies and savings created from the introduction of a document management system.
Why Docutech?
Our firm commitment to the social housing sector provides us with a working knowledge of the challenges faced, the regulatory requirements of the HCA, as well as that of the affordable housing service. We help overcome those industry related challenges with technological solutions that really do make a difference to everyday working practices, processes, efficiencies, and savings.
The fact that we are an independent supplier means that we can support your organisation in the way you need us to. We adapt fully to your needs and provide a designated contact to manage the partnership and all your ongoing support needs. This helps your organisation realise all the efficiencies and savings possible.
Request an efficiency, costs & savings review of your document management. Call us today on 0844 259 6155 or contact us.