The next step in digital transformation is making information easier to find

In the past, incoming and outgoing documents were copied and stored in a folder or binder. The next step was to store these documents in a network folder. This was followed by systems that used a database, allowing you to store documents in various locations and retrieve them using simple search terms.

What you see now is that there are many applications that both create and store documents. Microsoft has also become an indispensable part of the landscape and provides tools such as OneDrive, Outlook, and SharePoint. Incoming documents are also mostly received digitally and are stored in the relevant application, where they often require follow-up action. That is why we say that the digital transformation of information is already complete.

The next step is to make this information accessible to users. Employees spend about 20 percent of their time searching for information, and 19 percent are unable to find what they need. This can be a major source of frustration for employees and hinders processes.

So there’s a lot to be gained by making information more accessible and ensuring that employees spend less time searching for it. You can do this by making documents available centrally. At OneXillium, we look at the entire flow of information within a housing association. We start as soon as documents come in, determining whether we can classify them properly. This allows you to help users—and ultimately tenants as well—respond more quickly to emails, for example. Documents often arrive in an unstructured format, and we aim to provide context to the information, thereby giving it meaning. Security and secure storage are extremely important for housing associations, and we now have over thirty years of experience in this area. The final area where we can assist is document generation. This ensures that the entire process—from incoming documents to creation and security—is managed. This puts your organization “in control.”

Ultimately, both. Consolidating information in one place requires technical solutions and tools. The human aspect is ensuring that users are also convinced that information needs to be stored in a DMS solution. Everything created internally within the housing association is automatically captured, but there are always documents or pieces of information that users need to add themselves. What we often see is that, after a while, users ask if they can save other documents as well, because they can now find information instead of having to search for it.

What we’re seeing a lot these days is that not all employees are embracing the digital transformation. Many digital documents are converted to paper and then digitized again. Information is also still often stored in the user’s preferred location. To realize the vision of having all information in one place and thereby create a 360-degree view, it is essential that users make all information available in the relevant files. It is therefore important to involve users in the project so that they can see the benefits of being able to find information.

Consider, for example, the signing of lease agreements or other documents that must be signed by tenants or suppliers. We still see many documents being signed by hand, even though a digital version is often available upon delivery. To make this process faster and more secure, it is much more convenient for both the housing association and the tenant to digitize this process.

AI is the best-known technology. After all, it’s already being used by housing associations, for example, to provide customer support or schedule maintenance appointments. However, AI and machine learning can also help classify incoming information flows, thereby automatically managing processes, preventing errors, and ensuring compliance with the GDPR.

OneXillium is also working with a partner to begin using 3D models for property maintenance. Drones are used to take photos of properties, and these images are converted into data using AI. This makes it possible to accurately determine the condition of a property without, for example, anyone having to climb onto the roof. Source: CorporatieGids