Document scanning can help housing associations reduce costs, free office space and secure tenancy files

Document Scanning for Housing Associations

Document scanning and hosted document management helps housing associations reduce costs, secure and back up records, free up valuable office space and provide secure mobile access to field based staff.

Housing associations handle large amounts of paperwork including tenancy files and agreements, surveys, financial documents, personnel information and ASB files.  These files take up a lot of space, often in local, regional or head offices.  Housing officers and field based staff need regular access to these paper based records and always need to find information quickly and efficiently.

Manually processing paperwork can be costly for these organisations.  Just consider for a moment how much time your staff spend completing and processing data from paper forms.  Users often have to complete multiple forms, with duplicate information.  Manual data entry can also cause issues with data accuracy.  Errors may also occur e.g. translating incorrect information from handwritten notes.

So how can scanning and document management help?

Document Scanning Bureau’s like Cleardata have a wealth of experience in helping housing associations convert hard copy files into digital format.

  1. Digitising records helps reduce costs by freeing up valuable space at housing offices/sites and secure paper records.
  2. Tenancy records can be scanned, indexed by name, unique property record number, location reference  and output to any required format.  This helps improve data backup and security.
  3. The latest scanning technology uses clever software to extract key data and output into digital format, compatible with existing office systems.
  4. Existing forms can be re-designed for optimum scanning capture. For example, data such as name, address and location can be placed onto paper forms using a bar code, to prevent users completing duplicate information across multiple forms, increase accuracy and reduce processing costs.

On-line hosted document management solutions

Digital data can be uploaded to a secure on-line document management system.  Once uploaded, this provides secure, flexible access to records and agreements from any location using a web browser.  Hosted document management can help compliance with data protection laws, only allowing staff who require access to see relevant information.  The solutions also enables:

  1. Files to be easily searched and found using a simple keyword tool.
  2. Complaints letters, enquiries or documentation to be scanned by the housing associations or by the scanning bureau on arrival,  uploaded to the on-line system and associated with existing tenancy records, providing a full digital audit trail for tenancy records.
  3. Users to have the ability to assign tasks and messages to other users and associate with records.
  4. Staff no longer have to take out paper records, reducing the risk of paperwork or breaching data protection
For further details about Document Scanning for Housing Associations call 0800 046 8081 or visit www.ukdocumentscanningservices.co.uk

 

 

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