Fifteen years ago this Housing Association started to use document scanning as a means of archiving PL Invoices after they have been Audited. In those days the scanned images had to be retrieved from CD’s. With the success of this scanning other departments also started to use scanning as a means of controlling the mountains of paper.

It was decided that all the Tenant and Property Files held in rows of lateral filing units would be scanned.

The need was to:

 

• Stop the growth in the filing space these were taking.

• Reduce the hours spent on searching for files and re-filing

• Solve the problems of file sharing.

• Introduce disaster recovery planning.

• Deal with the “missing document” problems inherent in all paper based systems.

• Scan all incoming paper in the Post Room and distribute it electronically.

• Seamlessly file relevant Word, Email, PDF and other electronic documents as an integral part of each Tenant’s File.

Digital Paper were given the task to provide the software and hardware to control the Scanning and Distribution of the paper which had to be combined with a full Work Flow process to meet the life cycle of each document.

InSyde Software Ltd the software development arm of Digital Paper provided the Bespoke development of its already powerful DMS Software with Digital Papers Bureau providing the back file conversion.

The results achieved proved so successful the solution has been rolled out across the organisation including Finance, HR, Development, Co Secretaries and Maintenance.