Newark and Sherwood Homes is using M-Files to completely revamp how it stores, searches and retrieves all of its property and tenancy information.
By shifting away from traditional folder structures and using metadata instead, NSH’s staff can now quickly and easily find, manage and share information across the organisation by simply describing what a document ‘is’ rather than needing to know where it is stored.
After years of relying on network drives and diverse electronic folders, NSH’s file management system had become bloated and unworkable. With documents duplicated across multiple locations and a lack of version control, finding, managing and sharing information across the organisation was a huge challenge.
Kristin McIntosh, project research officer, Newark & Sherwood Homes, said, “Data sits at the heart of everything we do, yet it could take our staff half a day to simply locate a document so we needed a system that would help us source, access and control information across the whole organisation. It was a significant problem if our staff couldn’t quickly find information needed by a tenant, a member of our board or one of our partners in a timely manner.”
NSH’s first priority was to find a solution that would give them visibility and control over their corporate documents including ISO processes, accreditations, grant applications and board reports. As a second priority, it needed a solution that could enable better management of tenant documents.
McIntosh said, “M-Files was identified as the perfect fit because it unifies content without disturbing existing systems or requiring data migration. We’ve seen so many benefits and made huge strides forward when it comes to being able to find and manage information.
“For example, if we’re writing a letter to a tenant, we know we’re using the right template with the correct information and it’s all linked to the tenant record. If anyone needs it, they can quickly find it and that makes a big difference in our processing times.
“One of the next projects with M-Files is to streamline the process of monitoring the regulatory requirements for the properties we manage. M-Files will alert us to properties where certifications are due for renewal and manage the supporting documentation effectively, helping to ensure the safety of our tenants and meeting regulatory obligations.
“M-Files were fantastic to work with throughout the process and have saved us hours of time spent searching for documents and information, so that our staff can collaborate better and be more productive.”