The concept of a paperless workplace truly seems too good to be true, doesn’t it? Well, what if your public housing department can really make this a reality? Think about the time you’d save if you didn’t have to continuously hunt through filing cabinets for a particular application, a re-certification or the paperwork for a certain inspection.
In the past, housing groups have struggled to locate room to store the ever-increasing quantity of applications, funding contracts, loan and mortgage documents and more. Thanks to electronic document management software applications, they no longer have to be concerned about losing an important document or the problem that comes along with accidentally duplicating information and saving in it an assortment of places. An electronic document management system provides solutions to these organizational problems, as well as addresses other important issues of housing departments.
Besides paper and document processing, housing departments have 3 other major concerns: complying with record keeping and reporting laws, reducing administrative costs and distributing their grant money as effectively as possible. The best way for affordable housing agencies to handle paperwork influx, decrease costs, more easily comply and allocate resources is to implement an online document management and compliance system that includes workflow automation.
Such a system provides a faster and more organized means of secure document capture, routing, storing and maintaining audit-able records of applications, re-certifications, terminations, inspections along with financial documents. Document imaging and compliance software enables housing departments to monitor a document’s complete life cycle, from creation to disposition. The best kind of software program will automate approval processes in order to electronically move a document through its appropriate business process workflow instead of personnel moving a paper folder from person to person.
By means of an online document management application, your organization’s documents are now digital. So, what takes place if more than one user is accessing and altering the same document at the same time? Version control and revision tracking features take care of this issue. The application will track and make a record of who has accessed what files and what changes to the document(s) were made. The most up-to-date and current version is displayed as the current file.
Because the application is web-based, housing groups are able to eliminate the requirement for filing and storage space, resulting in reduced overhead expenses. The electronic system converts paper documents to digital documents, ending the struggle of manual paper processing. Not only are mind-numbing tasks gone, but paper processing, printing and photocopying expenses are eliminated.
Now, onto Records Management. With a system that includes a Records Management module for compliance, the solution tracks document retention periods and will alert you when its deadline has passed, and the document needs to be purged. This functionality is particularly helpful to avoid compliance difficulties that arise from surprise audits.
Document management software maximizes business effectiveness for housing departments as they allocate their grant money. With easy-to-use electronic access, the affordable housing unit can now drag and drop or import digital documents, or scan the paper documents into the system where all data is stored and routed through the appropriate workflow.
In addition to endless paperwork, housing agencies also daily receive a plethora of emails. A document management application categorizes and archives emails and faxes as they are continuously received. System users are able to then go back and effortlessly retrieve archived emails using a text search.
So, your next move is to get out there and do your research. Find an affordable, subscription based document management and compliance software that solves the requirements of your organization, and then benefit from ultimate business efficiency and compliance.
Want to find out more about how or why housing authorities use document management? Then visit DocuVantage on how to choose the best electronic document management software for your requirements.
categories: affordable housing agencies,affordable housing departments,affordable housing,housing authorities,local government,county government
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