Scanning News Articles from Pearl Scan Solutions
Scottish housing company installs EDMS
Date: 14/08/2008
A Kodak branch in Scotland announced that Albyn Housing Society has implemented an electronic document management system (EDMS) from ScanLink along with a Kodak duplex i1420 scanner. The solution which will help manage housing documentation better was provided by Solution X based in Inverness.
The Kodak i1420 processes around 60 pages per minute (ppm) and can take documents of different shapes and sizes. The scanner features Kodak’s Perfect page imaging technology which offers quality first time document scanning for the staff. This is important considering Albyn Housing Society manages over 2,000 rental properties and over 200 shared ownership houses in the Highlands of Scotland.
Earlier this year the providers of affordable housing in the Scottish Highlands - introduced a housing application form and process to streamline and simplify the process of handling the numerous requests for accommodation. The Kodak scanner was purchased in March 2008 to manage this paperwork.
Staff had complained that previous scanners were jamming and were not fast enough; this is where the Kodak i1420 changed things and helped speed up the workflow considerably. The time it takes to allocate a property when it becomes vacant has now been reduced by 25%.
ScanLink document management software from DataImage Software Limited is also used to handle the scanned documents associated with its property portfolio. The user friendly system allows the documents to be easily indexed and stored by staff once scanned.
General Manager Mr Nairn explains, “When the time came to refurbish our head office, we took the opportunity to install ScanLink to get rid of about 40 to 50 filing cabinets clogging the office.”
The paper work generated includes: correspondence with tenants, application forms, maintenance and rent information, doctors’ reports, and ‘pointing’ information about tenants.
The whole new document management system is delivering the efficiency the office has been striving for while saving costs and moving forward. Other teams within the organisation plan to use this in areas such as health and safety, HR and general correspondence.
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