Housing Association Document Management Software for Control

Housing Association
Document information management

Document Manager is a modular system that works across every department and business function. From Finance to HR, and from Contracts to Compliance, Document Manager helps Housing Organisations to create efficient workflows.

Housing Sector Case Studies

Housing Association Document Management Software

Housing Associations generate enormous quantities of paper and digital documentation. They face specific challenges to meet KPIs and tenant needs and to manage regulatory commitments and suppliers. Document Logistix housing association document management solutions help customers to capture, store, share and retrieve the information contained in various document types so that estates perform better.

Staff and any approved stakeholders involved can see at a glance historical and current activity. Document Manager is a resourceful tool for management teams who can search by date range or view by contact type such as records, complaints or maintenance requests.

Benefits to the Housing Association

Document Manager is a dynamic solution operating at the heart of your estate, with a built-in diary function that allows users to link documents to automated reminders.

Tenants receive a better service
Staff work more efficiently
Save physical space and money
Automate best practice policies in digital workflows
Embed document retention policies for GDPR compliance
Digitise HR records for simpler management, cost savings and compliance
Documents safeguarded against disaster

Read the Housing Sector update from specialist Emilie Martin

Better information for staff, tenants and suppliers

To work effectively within tight budgets, manage tenant welfare, improve service levels or maximise rentals, housing associations and property management companies are turning to electronic document management (EDM) solutions to manage information and workflow.

Document Manager integrates with housing management systems and allows you to operate simple solutions for departmental functions such as finance, maintenance, complaints management, HR, health and safety, mailroom scanning, and niche issues such as ASB (anti social behaviour) and case management.

Document Manager clients frequently start out with an ambition to reduce paper based requirements that generate a mountain of paperwork and create a costly administrative burden. These initiatives alone can cut operational and support costs radically in savings on time, space and productivity.

Clients often then start to look closer at their document strategy and how fully integrated electronic solutions can support their business needs, drive efficiencies and improve service delivery by making information readily and securely available to staff, tenants and approved third parties.

Organisations that have worked with electronic document solutions for some time attest to the value of automated and semi automated processes that reduce the number of documents that are produced, processed, printed and filed.

Best practices for document management in housing associations

Best practices for document management in housing associations focus on efficiency, security and compliance:

Centralised System: Use a single digital document management system (DMS) to store all documents to provide easy access, version control and prevent data silos.
Access Control: Implement role-based access to sensitive documents.
Data Security: Ensure encryption of documents and use redaction tools to prevent data breaches.
Document Retention Policies: Automate data retention and purge periods for compliance.
Automated Workflows: Automate routine tasks to improve efficiency.

Housing Associations Document Management Solution

When information is captured accurately, is always up to date, is easy to store, retrieve, access and share, the whole housing estate runs better for everyone involved.

No more rows of filing cabinets, manila folders and straining in trays with the delays, version control, lost documentation, frustration and lost days of productivity they inevitably involve.

Document Manager Features

Finance
Procurement / Invoice approval / Auto Invoice Recognition / Auto Invoice Matching / Repairs Approval / New Supplier Request / Recharges / Payment Requests / Expenses
Complaints Management
Housing management integration, time-stamped audit trails, information and activity visibility and faster complaint resolution are better for everyone.
Estate Management
360 degree estate management including faster approvals and authorisation, fire risk and health and safety assessment, maintenance requests, scheduling, ordering, fulfilment, invoicing and payments.
Tenant Management
Increase rental income, manage applications, reduce waiting lists, with asset management and comprehensive reporting.
Maintenance and Repairs
Work orders, contractor documents and equipment logs are managed digitally, which streamlines maintenance operations and improves response times. Photographs and video can support works orders and completion logs.
Access and Security
With strict access level control and the ability to redact (obscure) sensitive information, Document Manager offers excellent security and complete audit trails of activity
Automated workflows
Embed policies, thresholds, alerts and approval checkpoints
Automated document retention periods
Index documents to be retained for prescribed periods and archived or destroyed to comply with relevant regulations
Digitised HR records
Centralised secure records for fast access to contracts, pensions, disciplinaries, holiday requests, with appropriate access levels and redaction
Remote working
Fast, secure access for home workers and field workers with no duplication or removal of important documents