Our digital document management solutions capture and securely store all tenancy information, providing a centralised location for documents, emails, contracts, photos, agreements, invoices and more.
Control and organise the flow of information through-out the organisation and reduce the risk of loss or duplication.
Social housing providers and landlords really do face a myriad of challenges when it comes to document management.
From our experience, these challenges involve:
With our document management software and our experience, we have a long history in supporting social housing providers with these challenges. Our solutions streamline processes by removing manual tasks and the opportunity for errors.
Whether you need integrated software, improved compliance or a secure and centralised location for all documents, we can help.
Decrease the pressure felt by staff when faced with issues from tenants with a document management integration into your housing management system, providing instant access to their data.
The history of a tenant or property can be tracked and followed from the planning stage to handing over the keys. Tenant requests can be answered and processed immediately providing a better service for tenants, residents and prospective owners.
The idea is to have a central system that provides access to every document. With an integration from us, the document management system houses these documents, but they are accessed via your housing management system. This means staff never have to leave the system that's familiar to them to find the information they require.
For social landlords, high volumes of documents are processed constantly. It's unavoidable. To add to the demands, the documents are created and received from different sources across multiple devices in various locations.
So, how do Housing Associations maintain quality and compliance without killing efficiency?
When documents are stored in a fully integrated, custom built document management system, regulations such as GDPR and The Data Protection Act can be met. Rules can be put in place around generating follow up tasks as well as the retention and deletion of documents. In addition, version control and access rights are a standard part of the configuration.
Housing officers have the ability to access and upload documents such as electric and gas safety certificates while onsite for immediate processing back at the office. These documents are automatically stored in digital filing cabinets and are categorised in a way that makes them easily searchable. They can also be used to generate the next action if required.
Finance teams within social housing are usually a key focus for our projects. They benefit from our automated invoice processing solutions. Moving away from paper based or manual processes and associated errors, onto a streamlined and digital approach.
Invoice data down to line item level, is automatically captured by the software, processed for approval and pushed into the finance system.
To speed up the processes around tenancy agreements or contract renewals, digital signature software can be integrated to remove lengthy waiting times that in turn, slow processes down. All signed documents are stored automatically in the document management system with a status update to create a task or reminder.
Dedicated document management systems deliver improvements in efficiency and productivity across the board. Well managed data can drive performance, reduce risk and improve tenant and staff satisfaction.
Read how we helped Mosscare St Vincent's Housing Group save more than £22,000.
How can a digital document management system benefit the social housing sector?
At DocTech, we get to know our clients really well and social housing organisations are no different. We understand the regulatory requirements put in place by the Housing Communities Agency (HCA) and the rules which must be adhered to in order to offer an affordable housing service to communities.
Our systems allow staff to streamline their document workflows, eliminating the time normally spent manually filing paperwork and searching for documents on a shared drive. This improves security, productivity and enables an excellent service to be given to tenants or suppliers.
Our solutions go far beyond tenancy and building documents with most of our clients using the system to also store and process financial documents. Our document management software can integrate with any 3rd party finance package.
The document storage and workflow processes we improve for housing providers:
The Information Commissioner’s Office (ICO) can issue hefty fines to organisations that mishandle data. Our software enables housing providers to keep their data safe and secure whilst improving process efficiency.
We are industry experts with over 80 years of combined experience on our team. We have delivered success for hundreds of businesses just like yours.
Automate manual data entry, provide accurate data capture of incoming invoices and get real time information. Ensure your team has full visibility of the process from start to finish.Automated Processes
Digitise HR records into a centralised and secure system. Enable only authorised access, provides easy applicant tracking and automate holiday requests.Improve HR Admin
We can provide simple electronic templates that handle calculations, currency conversions and capture receipts digitally. Approve or decline expenses from within the system.Manage Expenses
With our workflow tools we can ensure organisations have a defined process in place to manage and approve purchases. Gain tighter control and reduce risk.Define Processes
To comply with industry regulations, we will help you manage document version control, provide a clear audit trail and know who was the last person to amend what document and when.Comply With Regulations