Shian Housing Association is now using an M-Files electronic document management (EDM) system in conjunction with its OmniLedger Pyramid housing management system to reduce its reliance on paper-based documents.
Leslie Laniyan, managing director, Shian Housing Association, said, “We maintain a detailed record of anything related to our properties and tenants. This includes maintenance work, invoices, arrears letters, new projects and other miscellaneous documents. Therefore it is vital to ensure that all this data is handled with great care, from document recording and retrieval through to archiving and destruction.
“However, there are unavoidable overheads including storage space, staff time, printing supplies and shredding services. Time is a particular problem when we’re manually combing the archive for documents stamped for disposal. These problems will only grow as we take on new projects, hence the need to develop a solid EDM foundation while our paper archive is still of a manageable size.
“Implementing M-Files with OmniLedger gave us the opportunity to integrate a document management solution within Pyramid. This kind of integration lets us use our internal tenant and property database in Pyramid as a source of metadata for all our documentation, making the saving process seamless, and provides our staff with a fixed universal indexing procedure to work from.”