Clyde Valley Housing Association has selected Documotive to implement a number of efficiency drives to reduce the amount of paper generated and stored in the day-to-day running of its business.
Clyde Valley’s planned relocation to new headquarters in April 2009 has been the catalyst for removing paper from daily operations. Andy McVey, IT manager, Clyde Valley, said, “There is an enormous amount of paper involved in running the organisation. All of this paper, from tenant files to finance documents, needs to be stored and be easily accessible. By implementing the Documotive system, not only will the physical action of locating documents become vastly improved, but the impact on our storage space requirements will be greatly reduced.”
Clyde Valley chose Documotive to deliver a fully-integrated document and process management system, linking with its existing IBS OpenHousing and OpenFinancials systems. The new system means that over one million documents will be scanned, indexed and made available to Clyde Valley staff.
Documotive worked with Capture All to collect, scan and index all of Clyde Valley’s historical paperwork and transfer it to the Documotive system. All new documentation entering the organisation can now be scanned at source and delivered electronically, eliminating the need for hard copies in the office. Staff will be able to access documents via Documotive’s secure interface, which is integrated with Clyde Valley’s Microsoft Network Security, ensuring tenant confidentiality.
Clyde Valley is also using Documotive’s character recognition tool; this will let it capture data from handwritten forms, such as tenant surveys, and automatically convert it into data files which will update the core housing systems.