Document Management Case Study.
Document Management for the
Peverel Group
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The Peverel Group ask for help to streamline business processes
The Peverel Group of companies comprises some of the leading providers of property related services in the UK.
Their services include residential property management, installation and maintenance of communication and security systems, retirement property sales and building and contents insurance.
The Peverel Group are a national organisation and have Head Office operations in New Milton, Luton and Glasgow plus other offices in Greater London, Halesowen, Droitwich and Lymington.
Moving towards a paperless office environment.
The biggest driver for the Peverel Group was the sheer amount of paper records that were stored in their offices. The amount of office space taken up by paper was reaching unacceptable levels, taking up 5-10% of office space through storing documents.
Security was also a big factor as they manage over 170,000 properties across England, Scotland and Wales and the group also has various operational offices located across the UK.
It was essential that the business had a secure document management strategy in place that included: safegards against potential loss of documents through fire or theft, as well as protection for business assets.
Choosing Document Manager
The Peverel Group produced a set of business requirements in order to short-list a number of potential suppliers. These were short-listed to two companies.
The functionality that Document Manager™ offered met most of the business requirements and the product offered enough flexibility for future development in relation to document management, for example; availability of documents via the Internet.
As the Peverel Group has varying levels of technical capabilities and understanding in the work force. The requirement was for a simple system that was easy to use and intuitive. Document Manager™ met these criteria.
Benefits of Document Manager
- Speed of a document-centric process
- Secure retrieval of information from remote locations
- Elimination of paper, freeing up valuable floor space
- Easy integration with existing systems
- Streamlined business processes
- Secure access of documents for authorised users
The Document Manager Solution
Document Manager™ has enabled staff at the Peverel Group to access important information from any location, both in the company’s offices and when they are working remotely over the Internet, whilst ensuring that the company’s information is secure at all times. The streamlining of business processes has also led to increased staff productivity.
With Document Manager™, the Peverel Group are now able to tightly control who has access to client documentation, helping them to deliver even higher levels of client confidentiality.
As a result of using Document Manager™, the Peverel Group now has economies of scale and a more efficient Purchase Ledger department. The Peverel Group are impressed by the flexibility of the product and have found that the retrieval and indexing of documents is excellent and works very well, which has also proved to be an impressive tool for designing and testing prototype solutions.
They are extremely satisfied with the performance of the software and have had a positive business reaction, one that can clearly deliver benefits to their business.
“A large number of people throughout our businesses use the system and they have adapted to it extremely well; this is a key function to some individual job roles”, comments Martin Stevens, Head of Information Technology for the Peverel Group.
