Shian Housing Association completed the implementation in February 2012 of a new document management system from Invu in order to speed up its invoicing processes and give staff faster access to documentation and information. As an ancillary benefit, Shian’s two dedicated filing storage rooms were freed up and have now been converted into a staff gym.
Shian reported that a key factor in its decision to deploy a document management system was to automate some of its invoicing processes. The two-person financial department was struggling to deal with over 50 invoices per week, each of which needed manual formal approval, a process which added 10 minutes to the processing of each invoice.
Leslie Laniyan, managing director, Shian Housing Association, said, “Invu has enabled us to digitise a backlog of documents, free up office space in the process and also improve our financial processes. We are now in far better control of the documents and able to deal with invoices as they arrive.
“The digitisation of our tenancy documents has also improved our customer service. The Invu system will enable us to decrease our response times massively as staff will no longer have to manually search for information – instead of taking more five minutes to find the relevant file, they will now have electronic access to it in seconds.”
Invu reported that the project costs were just over £8,000, based on a very tight project scope and a limited number of users.