Why are more housing associations choosing to go paperless with Cleardata?

housing association document management Why are more housing associations choosing to go paperless with Cleardata?The housing sector is establishing itself as one of the fastest growing industries utilising Cleardata’s document storage, scanning and management service. In fact, with just two months gone of 2013, the sector already looks well on the way to posting its strongest annual results yet. So why are more and more companies within the housing sector deciding to use Cleardata?

Housing associations have to cope with a large amount of paperwork on a daily basis, including tenancy agreements, HR documents, surveys and financial information, and attempting to store these documents on company premises will gradually take up valuable office space. Instead, housing associations are seeking smarter and more efficient methods of document storage and management. By storing documents within Cleardata’s purpose built 27,000 foot storage facility, housing associations are managing to free up office space whilst retaining the security of their documents.

Cleardata Scanning 682x1024 Why are more housing associations choosing to go paperless with Cleardata?But Cleardata provides much more than just a storage solution for companies within the housing industry. The wide variety of documents processed and used by companies within this sector can be digitised via Cleardata’s on-site scanning bureau, effectively transforming an enormous quantity of physical documents into a chosen digital format, such as PDF or TIFF. These files can be provided in a variety of ways  depending on the client’s needs, including on a CD, DVD, memory stick, content management system or secure FTP site. Documents of all sizes can be scanned and digitised, thanks to Cleardata’s further investment in three top of the line large format scanners. Not only will this process provide a massive reduction in storage space taken up, but company files will be fully searchable and indexed. After being passed through Cleardata’s quality checking team, optical character recognition software will allow for text in scanned documents to be fully searchable, allowing for specific files to be pulled up simply and quickly. Cleardata’s indexing process can be set to sort documents to the customer’s chosen format, including name, property address and location reference.

Housing companies are also recognising the strength of Cleardata’s ‘Scan on Demand’ service. After filling out a simple file request form, authorised personnel can retrieve a scanned and quality checked document from the Cleardata bureau within a guaranteed two-hour period. In essence, this unique service turns the Cleardata storage facility into an extension of a company’s own office, as they have the ability to quickly retrieve any document they have chose to store with Cleardata.

With these facts in mind, it is understandable why more companies within the housing sector are choosing to entrust their documents with Cleardata. For more information on how your company can utilise Cleardata for your document storage, scanning and management needs, you can contact us in the following ways:

Call us 0800 046 8082

Visit Cleardata’s housing sector page

Fill in our simple contact form

Get an instant archive quote

Drawing management – can large format scanning help your business?

Architects, Utility Companies and Engineers all have to consider drawing management as an Drawing Scanning 300x157 Drawing management   can large format scanning help your business?essential part of their daily business.  Finding key drawings for operational works is an important factor.  Location and schematic drawings may have been produced many years ago, but are often vital to ensure  the latest job or project is carried out safely and effectively.

Problems with finding the correct drawing from an old archive room can seriously slow down important projects.

Large format scanning can drastically improve drawing management, speeding up the process of finding key drawings. Once scanned, drawings can be indexed and searched by any key field, using a simple keyword facility. References such as location, drawing number, date or operations reference can be quickly entered to instantly source the correct drawing from your desktop.

Business continuity should be a consideration for all businesses.  Once digitised drawings are protected and backed up for the future, no more ripped, damp or faded drawings with dog eared corners to fend with!

Scanning bureaus like Cleardata uses the latest in large format scanning technology.  The scanners pick up feint pencil marks and digitise to the highest resolution. Drawings canalso be uploaded and stored in a secure on-line document management system, enabling access from any location.

For further information or to calculate your costs please call 0800 046 8081 or visit Cleardata’s Large Format Scanning Pages, try our online caculator tool.  http://www.ukdocumentscanningservices.co.uk/large-format-scanning.htm

 

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