 |
At least once a month, maybe more, I do a trip to Motherwell, into the Arneil Johnston office. The space is shared with Clyde Valley HA, in some pretty modern offices. I like them a lot and occasionally chat or see CVHA staff, while I am in there. It is one of the most tidy office spaces, I have ever seen.
There's good reason for that, and its lack of paper documents, flying around the place. A decent implementation of a mainstream EDRMS designed for UKhousing and a project to back-scan and destroy tenancy files and other baggage, has helped them arrive at this nirvana, without paper. It took about a million documents to be scanned to get them there, and it saved a shed load of space. I once heard that this was turned into a mini-gym, although I have yet to give the cycle trainers a go.
With the varied organisations I work with, I sometimes get in discussions around EDRM and document management. No doubt about it and I have blogged about the essentiality of good EDRM these days, but there are still many sites holding on to their paper files. Many people, managers and users included, believe that even after being scanned, original paper needs to be retained.
Now, as we know from cave drawings, to hieroglyphics, to paper, to 8", 5.25", 3.5" floppies, CD's, DVD's, Iomega ZipDisks (anyone remember those?) and now cloud storage, media is always moving on. Paper seems to have a particular lofty official aura, a bit like the "get up and glow" Ready-Brek kids - https://www.youtube.com/watch?v=6c3n-mh5bck.
Paper seems sacrosanct, like head stones in fact. Jeez, make sure on my death I get a decent headstone, hopefully saying this Mancunian made the world slightly better than he found it, or something profound like that. Just don't put my Twitter account 'in-memoriam'.
Is this true or not? Well, while its obviously an organisation choice, but what does 'The (Westminster) Man' say? What do the BSI (British Standards Institution) they say about destroying original documentation, once scanned?
Spookily enough, with BIP0008 / BIP0009 (previously PD0009), computer says YES! That is as long as you follow the correct process, in committing your records to digital image. The key hurdles are Authenticity, Storage & Access Procedures and Demonstrability of adherence. Crack these and you two can have an office as aesthetically pleasing as Clyde Valley. (Disclaimer - other well organised SocialHousing RSLs are available). More info at http://www.thecabinetoffice.co.uk/page28.html
One key aspect of if a document can be destroyed, is down to who actually owns it. Deeds for example might not actually be owned by the RSL/RP.
As to if some of these scanned documents are admissible in court, rules hinge on (among others), There should be a proper system for:
(i) identifying each file or document destroyed;
(ii) recording that the complete file or document, as the case may be, has been photographed/recorded;
(iii) recording identification by the camera operator/user of the negatives/electronic files as copies of the documents photographed; and
(iv) preserving and indexing the negatives/digital files.
Of course, digital files then need to be protected, to the same reliable extent as physical files. Digital copies can be recorded relatively easily in various physical and cloud locations, which is something that is not easily done with paper files. Just be sure that before scanning, your supplier can conform to these standards. Get your contract/SLA in place and do the necessary quality control.
As ever, if I can help with EDRMS, Housing, Finance, Mobile, Channel Shift, Scheduling or Contractor systems, please be in touch!
 |
Catch the blog monthly archive at https://archive.org/details/@housingitguy |
Related Post: How well do you tackle void damage recharges?
_/_/_/_/_/_/_/_/
I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.
Ladytron - Destroy Everything You Touch.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009
Access a quick list of our Social Housing ICT blog posts here
Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.
File Under: 360,1stTouch,4Js. , 07854655009 ,365Agile," """" ",,#UKHousing,#HousingDAY, #HomesForBritain,#InternetOfTenants, #Shout,1st Touch,3squared,Accuserv,Acutence,Aareon,Academy,ActiveH,AirWatch,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos, Asprey e-state pro,ActiveHousing,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,aspireview,Agile365, BO,BPR,Browser Applications,Business Objects,Business Planning, Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox, Castle,CBL,Cedar Open Accounts,Cx,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT,Civica Genero,Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component Accounting, Community Reward Services, Consilium, Consolidation, Consultancy,Consultant,Contact Manager,Context,CIH,Chartered Institute Of Housing,Cadcorp,Cerrus Saturn,convergeOne,CACI,CPL, CRS Director, Deeplake,Development Systems,Accuserve,Document Management,Documotive,datasystems , Microsoft dynamics GP 2013, DynamicAI, Dynamic AI, ECMK,EDRMS,England, English,EnterpriseBI,ERP Systems,ERP,Elmhurst,Estatecraft,EDM,ESRI,Exponential-e, Finance, Financial Systems, Financials, Factorwise,Facebook ,Footprint,Fusion, Getting best from,gotonysmith, Grasp,Grip,GeoSolveIT,GIS,GGP,Genero,GCloud,G-Cloud,HouSys,Housing software,HFI (Housing Financials interface),HG,Housemark survey,Housing Blueprint,Housemark, HRA,housingtITguy,Housing Support Pro,HousingSupportPro,Housing Options,Hometeam, Housing Group,hotpixuk, HousingIT,hotpix,Hardware,Hitex,Housing Contact Company,Impact Response,iPayPro,implementations,iRobot,In House,InHouse,In4,InMotion, InMotion2016, InMotion2015, InMotion2016 , Exhibition, conference,Housing Management Consultant,Housing Management Consultants, Infoflow,Information Technology,Informix,inHouse,in-house workforce,Information@Work components, Innovation,Inside Housing,Internet Portal,Internetalia,Information Management Server,IMS, Invu,Ireland,Irish,Inphase , IT Budget,IT Training,iWorld, Innovation Group Apex,ITIL, In4Systems Promaster,IT,Insight, iSupport,iSupportPro, Keylogic,Keystone,Kirona,Kypera,Keypera Hometeam,Keyfax,Ledgers,Linkedin,Locality,Liquid Voice,MD ,Mr Void , MrVoid, Measuring Change,Mebus,Miracle,MISCS,mDesign,mobile functionality,mobile platform,Monopoly board images and pictures, Montal,MS Dynamics,MS Dynamics CRM2011,Miracle Software,MDM,Management,CRM2013,Reporting,MI,M3,MIS,MIS-AMS,Mobysoft, Northgate Codeman,Neighbourhoods and Communities,NPS,NPS Housing,NPS CRM,NPS Job Manager Mobile, Northgate,Notice,NROSH,NINTEX,NINTEX workflow,Natural Forms,Nintexworkflow,NPS ASSIST, OA,OGC Buying Solutions,Ohms,OJEU Limits,OmFax,Omniledger,Open source software,open tender,OpenHousing,Opti-time,Oracle,Orchard,Optitime DRS,Outsource and outsourcing,OpenContractor,ORS,OneServe, PIMMS Data Systems, Paloma,performance management systems,PfH, Pick,PIMMS,pimms4communities, Planned maintenance,People Value,Plus, Peoplevalue, PM,Progress,Promaster,Proval,Pyramid,PRINCE2,prince,Pamwin,PlanForm, Propoints, Pro-Points QL,QLX,Quiss,Qlikview, QueryView,Queryview reporting,Registered Providers,Registered Social Landlord,Rent Increase Freezes,Repairfinder,Reporting,Reports,ROCC,RobotAutomation,Rave Technologies (India) PVT Limited, Rocket,RPs,RSL,Reality,ReAct,reidmark,RM865, Saffron,SAP,Scots, "Social Housing IT",Social Housing ICT, Scottish,Scenario, Scotland,SDM,sector,TonySmithHou,Safron,Server Virtualisation,servicing, Servitor,Sharepoint, Simdel,Simdell,SimPro,Sim Pro,Slash and Burn,Social Media,Software,SQL Open Housing,SQL Reporting Services,SQL reporting services,SQL Server,Star rating,Stores and Stock,Strategic Asset Management,Sunguard ,Surveys,Sx3,System alignment,Symatrix Human Capital Management, TonySmithHousing, Systemwise,SM,Sequoa,Serros,SP,Scout,score,Swordfish,Serengeti,SOTI,southview,Sunguard,Service Charges,Spotlight Service, Spotlightservice, SunAccounts, Template,Task,Terminal Services, tonys , tonysm , tonysmi , tonysmith, tonysmitht, gotonysmith, tableau Business Dashboards, tonysmithth, tonysmiththa, tonysmiththat, tonysmiththath, tonysmiththatho, tonysmiththathou, tonysmiththathous, tonysmiththathousi, tonysmiththathousin, tonysmiththathousing,Tony Smith That,Tony Smith That Housing IT Guy,TonySmith that housing IT, guy,tonysmiththathousing, tonysmiththathousinguy,tony smith housing guy,sharepoint, share point, SHBVN, Three Star,Today,Total repairs,Tribal,Twitter,U2, tonysmith , tonysmiththat , thathousing , thathousingIT , thathousingITguy, TED,Tagish Casework,TP Tracker,Telecetera,Tagra,Trace, Totalmobile, Total Mobile, UniClass Enterprise,Unidata,Universal Housing,Universalcredit, universal credit, universal credits,UC,Universe,Unrest, UK, United Kingdom ,Ukhousing,UK Housing, Van Stock,Voice and data,Vantage Sentinel,verse one,verseone,vWork,Version One,Visualmetrics,Voluntas, Wales,Welsh,Windows Server,Workflow and tasking,Wheatley,Works Connect,worksConnect, Xmbrace,XML ,XenApp,Xen App ..
No comments:
Post a Comment