How digitising your documents protects them from flood risk

The UK is currently experiencing excessive heavy rain, with the Environment Agency issuing a three day flood risk forecast  and 78 flood warnings. Businesses should be considering their continuity plans to ensure their information and paperwork is protected.  Digital document management and document scanning can prevent loss of information and provide more flexible access to records in the event of a flood.

Loosing essential documentation, such as client information, orders or  HR records to flood damage can set businesses back both operationally and financially.  Staff  unable to access their normal work location due to  flooding, transportation or school closure can cost your business time and money.

Scanning your documents not only backs up and secures your records, but can also make them more accessible.  Once scanned documents can be uploaded to an on line document management system, enabling them to be securely accessed from any location, using a simple web browser.  During times of flood this would enable employees to access important records from another office location.

Scanning can also help free up valuable office space and enable employees to find information faster.  Documents can be digitally searched using a simple keyword facility from their desktop, reducing time spent searching through paper records.

Any size of documents can be scanned and output to digital format.  Bureau’s like Cleardata provide high quality scanning using the latest technology and are set up to capture bulk volumes of documents and information.

For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.

 

 

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

 

 

Document management for the Construction industry

Are you looking to improve your Construction Project Management?  Construction Records Scanning 300x179 Document management for the Construction industryDocument scanning and online document management maybe the solution for your business. Construction project management can be challenging for large projects with multiple locations and staff working out in the field.

Digitising your documents can improve efficiencies for your team, protect your information and free up valuable office space.

Once scanned any type of document, including large format drawings and plans can be indexed by drawing number or unique reference, enabling them to be searched and retrieved using a simple keyword facility.

Plans and large format documents are scanned using the latest OCE technology, this picks up feint pencil markings, colour and black and white in a high quality. Linen, vellum and other drawing materials can be scanned or copied to your requirements.

Cleardata also offers an online document management solution, enabling construction documents to be stored in a secure system and retrieved in their original format from any location, using a web browser. This is ideal for staff working out and about, to access information and add the latest updates to your project.  Back office staff benefit from having access to updates and information for key projects.

Notes, tasks and messages, such as project updates or instructions can be added to plans or documents and assigned to users within your organisation, providing a full audit trail for your construction documentation.

For further details call 0800 046 8081 or email sales@cleardata.co.uk

www.ukdocumentscanningservices.co.uk