How Cleardata can manage documents for companies in the Engineering sector

Engineering Document Management 1024x523 How Cleardata can manage documents for companies in the Engineering sector

Managing your engineeringdocuments and records digitally can help your business operate more efficiently, protect your records, reduce costs and save time searching for and retrieving paper information.

Engineering documents, plans, diagrams and manuals often require regular access for operational, maintenance and project management purposes.  Urgent projects can be delayed if the relevant information or plans are not readily available.

Many companies now operate from multiple offices and locations, resulting in multiple copies of paperwork and information, which can in itself cause issues with document version control, records access and document security.

Document Scanning and Management Solutions

Document scanning bureaus like Cleardata can scan your engineering documents and convert them to any required digital format. Once digitised documents can be digitally indexed, allowing you to find information faster using simple keyword search straight form your desktop.  Records can also be digitally stored by name, date or reference number and tagged with the relevant information and metadata.

Digitising your records can also improve document security.  Rather than storing paper information in a filing cabinet with open access to all employees, documents can be securely stored and backed up, with restricted access to managers, project teams or individuals.  On-line document management tools are also available, providing a secure audit trail for all your documentation.

Scanning bureaus use the latest technology, enabling records to be scanned quickly, accurately and to high quality, picking up feint pencil lines and information. Engineering documents of any size can be scanned, including small and large format documents.

To find out more call 0800 046 8081 or visit www.ukdocumentscanningservices.co.uk

 

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