ELECTRONIC DOCUMENTS & RECORDS MANAGEMENT SYSTEM

January 2018 - June 2019

Filing and paperwork really adds up across 13 estate offices, over 3,000 properties and many thousands of residents. Traditionally there have been issues with paper files taking up too much space in smaller estate offices, papers being disorganised inside files meaning searches for relevant paperwork would take a while, and a lack of control on how long files were kept post-tenancy. All of these concerns were addressed through the commissioning of Documotive Electronic Document & Records Management System (EDRMS). The system enabled our teams across the estates to scan paperwork related to tenants for other parts of the business to access as and when needed. This helped reduce the time it takes for physical files to move from team to team and will improve the safety of user data. Scanned paperwork has now been made searchable and structured in a folder format that all properties and tenancies follow ensuring familiarity and organisation. The Corporate Housing Management System has been integrated to ensure old tenancies are automatically moved to be destroyed within the set retention policy. EDRMS was launched through training sessions, workshops and video tutorials. Users have reported quicker turnaround in paperwork being accessed and tenancy workflows being signed off from head office, which has greatly improved the processes for tenants and prospective tenants.

Worked with: Clementina Ugah, Emily Grant, Charlotte Gliniecki, Nazia Noman, Iain Stanton, Shane Howat.