When an organisation has outgrown its unstructured document storage, it typically means that the volume and complexity of its data has reached a point where managing files without a clear structure has become risky, inefficient or unsustainable. This can lead to serious compliance issues.  

Hear Stockport Homes' Experience 

As businesses and housing associations grow, the tools and systems they rely on must scale with them. Stockport Homes Group (SHG) is no different. 

When SHG realised they were outgrowing their existing document storage system, which was digital but difficult to manage,  it became evident that a change was needed. The Social Landlord's reliance on SharePoint and various unstructured document management practices was making document retrieval and control difficult, leading to concerns around compliance and efficiency.  

Watch this video where their IT Manager shares his thoughts on Why SHG chose DocuWare as the document management solution and DocTech as the supplier: 

In this blog and case study we will share the 3 Key Drivers that led to the Housing Association's Leadership team deciding to implement DocuWare.

1 - Unstructured Document Storage

Like many Housing Associations, SHG was experiencing issues with SharePoint’s unstructured document storage system. The lack of a consistent framework made retrieving essential documents cumbersome and time-consuming. This inefficiency not only slowed down workflows but also posed a risk in terms of compliance and security. DocTech was enlisted to look at the way they were storing and processing their documents and it was decided that DocuWare would be a good for for them to tackle their initial needs. The initial aim was to stop relying on SharePoint as an archive and then to roll out the software to other areas of the business with more complex processes.

2 - Need for Streamlined Processes

Social Housing providers  are very familiar to DocTech in terms of the processes and systems used. We know they process and store large volumes of paperwork, often including tenant files, maintenance requests, and financial records and have very high GDPR and data protection requirements as well specific retention rules. With unorganised, standalone storage methods, SHG recognised that it was impossible to scale or improve productivity without a centralised document management system. DocuWare offered a reliable solution by providing structured workflows and automating manual processes, which allowed SHG to spend less time managing documents and more time focusing on their core mission.  A huge part of the streamlining of the processes was the ability for DocuWare to integrate with their Housing Management System Civica CX.

You can hear more about the DocuWare and Civica CX integration by watching this video on "The reality of implementing a DMS alongside Your Housing Management system".

3 - Compliance and Security Concerns

As landlords, Housing Associations must meet strict regulatory requirements for data protection and tenant privacy. SHG’s old system lacked robust security measures, creating potential risks around their data. By implementing DocuWare, SHG was able to ensure that all documents were stored securely and could be retrieved in a way that met the highest standards of compliance.

Recognising these signs with your unstructured document storage is the first step towards enhancing operational efficiency. Transitioning to a structured document management system like DocuWare, implemented by experienced providers such as DocTech, can transform your organisation's document handling processes, leading to improved service delivery and compliance adherence.

The full DocuWare Video case study from SHG is available HERE. 

Conclusion

In summary, the decision to implement DocuWare was driven by the need for efficiency, security, and scalability. SHG’s adoption of DocuWare reflects the broader trend within housing associations looking for more streamlined, secure, and compliant document management solutions. 

For more info on how DocTech help Housing Associations, please take a look at our dedicated housing page or contact us for a conversation on 0161 647 7040 or email us at info@doctech.co.uk. 

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