Clyde Valley HA moves with Documotive, 19.11.08

19 November 2008: Document management company, Documotive (www.documotive.co.uk) has been chosen by Clyde Valley Housing Association to implement a number of efficiency drives to reduce the amount of paper currently generated and stored in the day to day running of the business.

In anticipation of the Lanarkshire-based social landlords’ relocation to brand new purpose built headquarters in April 2009, the organisation decided that now would be an optimum time to move to a more effective way of working, in line with the organisation’s ethos of introducing more environmentally sound practises where appropriate.

IT Manager at Clyde Valley, Andy McVey, elaborates:

‘As one of the largest providers of social housing in Lanarkshire 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 easily accessible in order to provide a high level of customer service. As a forward-thinking, progressive housing association, Clyde Valley is continually looking for ways to improve its services. 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.’

Following an extensive review of the market, Clyde Valley shortlisted potential suppliers down to two and eventually chose Documotive as its partner to provide a fully integrated document and process management system to link to its IBS OPENHousing and OPENFinancials systems. The introduction of the new system will mean that over one million documents are scanned, indexed and made available to Clyde Valley staff to ensure improved customer services.

Clyde Valley Chief Executive, Tom Barclay, explains:

‘We chose to work with Documotive as it demonstrated a wide-ranging understanding of the Industry and the particular requirements and demands which Clyde Valley has. With the implementation of the new systems and our forthcoming move to new premises, 2009 should be an exciting year for us all.’

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.

Clyde Valley will also benefit from Documotive’s Intelligent Character Recognition tool which will enable the organisation to capture data held on handwritten forms, such as tenant surveys, and convert it into data files which will automatically update the core IBS system. Staff will be able to access documents via the Documotive secure interface which is fully integrated with Clyde Valley’s Microsoft Network Security, ensuring tenant confidentiality remains a priority.

For further information on Documotive visit www.documotive.co.uk or call 0845 241 0220