The Association plans for the future included an in house multi-site Document/Content Management Installation, over 9000 housing files needed to be scanned and images captured and indexed to be imported into Alchemy software databases. 1.5 million pages were converted successfully using Kodak Capture Software, each image was checked for quality, and indexed into pre-populated databases.

Several folder categories were created so further departments documents could be added to or moved between folders. E.g. A tenant moving to another address required certain sections of the file being moved over also, leaving certain history with the existing address. Bespoke indexing and tenant move software was developed, to enable Housing officers / staff to benefit from minimum training.

Additional modules such as workflow and role based access were also included. Links to the CRM application at a click of a button enabling staff to view historical documents at the time of call. This has resulted in key processes being established to help other Housing Association installations.

More Information: HelenaHouse_TZ.pdf

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A small but significant player in the arena of Mortgage Placement are generating a mortgage volume of £300 million per annum, they are also generating large quantities of document files each month.

The success of their business meant access to files for repeat business and the expensive storage requirement on site, meant a smarter solution was needed.

After discussion it was decided to outsource completed document files for scanning and to access them within a week directly from their server. This meant valuable time was saved retrieving past customer files, it also enables queries to be dealt with within the hour rather than the next day.

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A large not for profit organisation required vast quantities of claim forms and receipts to be stored electronically, to aid quick access and retrieval each time a query was received over payment by the claimant.

Locating the hard copy was possible but time consuming it needed to be photocopied and then returned to the manual filing system. Scanned and stored electronically meant the claim form could be viewed instantly on screen, having the option to search by claimant name or claim number. Storage requirements were no longer an issue as once forms were scanned, the originals were securely shredded due to the legal admissibility and audit trail created to prove the existence of the original hard copy.

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A small business, which installs various Sports Surfaces both in the UK and Internationally, simply ran out of storage space for the project files held in archive. Moving premises was not an option they wanted to consider, good timing meant we were able to help them scan and store files on disc bundled together with Alchemy Document Management Software.

Working together we created detailed bespoke folder structures to enable ongoing ANNUAL / BIANNUAL scanning to be easily added into the system. Client files and personal tax records are available to auditors instantly. All clients benefit from the latest upgrades of software free of charge.

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A major supplier required delivery notes to be stored electronically for quick access should a customer query arise, each delivery note was of high value therefore 100% accuracy was required to ensure all documents were recorded individually. The image capture software technology used ensured each note was available for viewing. Quick simple search access provides instant viewing to documents which can then be emailed directly to the customer in question.

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