Owner's details, land register extract, buildings maintenance, construction plans, conversions, correspondence, account statements or circulars – these and many other documents are stored and managed in property dossiers. The management of such dossiers poses a variety of challenges to the property manager. Finding the documents is often time-consuming and the physical archiving of all the documents in filing cabinets or rooms is expensive and inconvenient.
The time and cost-saving alternative to this is to use an electronic property dossiers system (E-Dossier). The electronic management of dossiers enables relevant documents to be retrieved quickly and simply.
A central Document Management or Enterprise Content Management System (DMS/ECM) serves as a repository for the documents on the one hand, but the system also enables electronic processing, from the receipt and handling of the documents through to archiving. The ongoing scanning of documents keeps the electronic dossiers constantly up to date, whilst at the same time the electronic documents are stored centrally and/or fed into the corresponding workflow.
The electronic storage of various different document types provides users with an up-to-date and complete overview of all the documents at all times. What is more, the system guarantees the legally compliant and secure archiving of the dossiers. The DMS/ECM system only allows authorised users to access the confidential records.
For the mapping of property dossiers in the DMS/ECM system, Arcplace uses the very latest technologies for scanning, workflow, document management and archiving.Arcplace can therefore offer user-friendly and efficient solutions and fulfill the needs of property management companies of all sizes when it comes to managing their property dossiers.
Property dossiers often contain sensitive information. Arcplace therefore offers an on-site scanning service. This enables the existing dossiers to be digitized quickly and efficiently directly on the customer’s premises when implementing such a solution. Scanning on the customer’s premises offers the advantage that the confidential dossiers never leave the company.
What is more, it is possible to access the documents at all times during the scanning process. To provide its on-site scanning service, Arcplace deploys a professional team and an ultra-modern scanning infrastructure.
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