Streamline Housing Association Document Management with Encodian Filer

Housing associations manage extensive records, from tenant information to maintenance logs. The need for efficient document management is critical to ensure compliance with regulations like GDPR, maintain data security, and provide high-quality tenant services. Inefficient systems can lead to compliance issues, data breaches, and operational inefficiencies, impacting overall service delivery. The digital transformation within the housing sector presents both opportunities and challenges, particularly in integrating new systems with existing infrastructure. Encodian Filer was specifically designed to address these challenges, providing a robust solution that enhances compliance, improves security, and optimizes operational efficiency. 

Why Filer is Perfect for Housing Associations 

Maximize Technology Utilization  

Housing associations often face unnecessary expenses and underutilized resources. Encodian Filer maximizes the use of your existing Microsoft 365 tools, reducing unnecessary costs and optimizing resource use. Integrating seamlessly with SharePoint, Dynamics and other Microsoft applications, Filer provides a unified document management strategy tailored for housing associations. 

Streamlined Document Management  

Handling extensive housing documents can be complex and time-consuming. Encodian Filer simplifies this task with user-friendly features and intuitive administration controls, ensuring easy implementation and ongoing maintenance. 

Robust Compliance and Security  

Ensuring compliance with stringent regulations such as GDPR (General Data Protection Regulation), Encodian Filer securely stores all housing association documents within your Microsoft tenant, reinforcing trust in your document management systems. 

Improved Tenant Services  

Encodian Filer‘s efficient document management allows housing associations to quickly access tenant, property and corporate records.  This improved accessibility supports faster response times to tenant inquiries and better overall tenant services. 

Key Features Enhancing Housing Operations 

Customized Document Organization  

Replacing complex folder structures, Filer’s context-driven search system streamlines the retrieval of housing documents such as tenant records, maintenance logs, and property management files. 

Automated Document Processing  

Manual handling of housing documents often leads to errors. Filer’s IDP module automates the ingestion, quality checking, and classification of both structured and unstructured documents, ensuring accurate data extraction and validation. 

Efficient Document Routing  

Encodian Filer ensures documents and metadata are seamlessly ingested and routed using Power Automate, the Filer IDP module, or API integrations, guaranteeing proper placement and policy application. 

Comprehensive Metadata Management  

Applying metadata at the document level, Filer ensures adherence to retention and disposition rules, enhancing lifecycle management and searchability. 

Versatile Viewing and Editing  

Housing professionals can view over 70 file formats using Filer’s built-in viewer, facilitating seamless access to various document types. The integrated PDF editor enables redaction, annotation, splitting, merging, and signing of documents directly from SharePoint. 

Advanced Search Capabilities  

Combining SharePoint Online’s enterprise search with Encodian’s OCR (Optical Character Recognition) software, thorough searches based on metadata and document content are ensured, leaving no vital information overlooked. 

Secure Sharing with Digital Briefcase  

Filer’s Digital Briefcase feature allows for the creation of controlled document packs for court packs, subject access requests and audits, ensuring secure internal and external communication. 

Integrated Email Management  

Encodian Filer’s Outlook add-in simplifies managing email attachments and documents, ensuring consistent classification and routing. 

Document Management for Housing Associations

Encodian Filer enhances document management for housing associations by providing a secure, compliant, and efficient solution. Its intelligent document processing and advanced search capabilities streamline document handling, allowing housing professionals to focus on delivering superior tenant services. By leveraging your existing Microsoft 365 infrastructure, Encodian Filer ensures compliance with regulations and maximizes operational efficiency.  

Transform your housing association’s document management and improve tenant satisfaction. Contact us now for a personalized demo and discover how Encodian Filer can elevate your operations.