Mosscare St Vincent's Housing Group prides itself on being a community based landlord. They work with customers across the North West to create thriving neighbourhoods.
With more than 100 staff, needing access to paper documents relating to rental agreements, contracts, invoices, gas and electric safety certificates and property repair details, for more than 8,000 properties, it's easy to see why MSV decided they needed digital document management software.
The organisation's key goals were to centralise information and control workflow. High functionality and a low Total Cost of Ownership were also important.
All documents are now stored in DocuWare, with their digital journey starting in the mailroom. All incoming paper documents are scanned, emails and any faxes are captured digitally meaning that documents now only move through their offices electronically.
To achieve this workflow, documents relating to tenants and properties are indexed - categorised and stored - in a specific way. This allows them to be easily searchable in the housing and property electronic filing cabinets by anyone with authorised access.
Some compliance processes have now also been automated. Electric and Gas Safety Certificates go straight into DocuWare from the mobile devices of staff carrying out work in tenants properties. They are stored in the appropriate filing cabinet with no manual intervention.
The same certificates can then be accessed by Gas Auditors from DocuWare with read only access.
"They can pick any property they want to check as all the documents are there and accessible" says ICT Manager.
Mosscare has to remain up-to-date with data information retention regulations regarding the manner in which a tenant’s details are handled. This requires linking numerous documents together and relating them back to a tenant, something easily achieved with DocuWare.
The start of the Coronavirus Pandemic in early 2020 meant that many of Mosscare's staff had to work from home, something that had never been done before. This meant a rapid roll out of ICT equipment to employees and with that, the need to know exactly who had what.
An ICT Equipment Registration Form was implemented and signed electronically by staff to say they had received their equipment. The process of electronically sending and receiving documentation using Digital Signatures meant it was easy to ascertain and confirm ownership. The relevant member of staff would receive an email with a request for their signature which would then be validated using their mobile phone.
All signed documents are stored in DocuWare and their status updated. A fully compliant digital audit is attached to each document, and staff are emailed when the process is complete.
"The fact we’ve been customers for many years shows that you guys are in it for the long term and genuinely want us to use your products and services to improve our business."
Simplified the audit processes.
Digital signatures software integrated with their document management system.
Simple retrieval of documents from employee's desks as everything is stored electronically.
Users can track and follow the history of a tenant and property, from the planning stage to handing over the keys, increasing efficiency.
Tenant requests are immediately processes and any queries are responded to quickly.
DocuWare is integrated with MSV's property management system Link2, which enables staff to find documents stored in DocuWare without ever leaving Link2.
DocTech have had a successful relationship with Mosscare St Vincent's Housing Group since 2001, with our solutions being used across Finance, Customer Service, Property Management, ICT and Sales.
with so many processes being improved in both a qualitative and quantitative way.
securely stored and categorised in their DocuWare installation.
"This has been an IT success story for Mosscare. On the one hand staff have embraced this one piece of technology better than any other. On the other hand we are now able to offer a much better service than ever before."