Swordfish EDM at Magna Housing Group

14 February 2016

Eliminating the paper chase and improving customer services

Magna Housing, a housing provider based in the Dorset area, manages in excess of 5000 general needs properties with a well established care and support arm.

During 2008 and 2009, Magna Housing had the key driver to reduce their large paper document storage footprint. The weight of the paper storage was a serious consideration when the social housing provider was looking to refurbish and move offices.

During a competitive tender process, the deciding factor for Magna Housing Group when selecting the solution was Capita’s willingness to engage on a pilot basis as well as enter into partnership with Magna Housing adhering to a fixed price contract, which included an element of secure scanning bureau services to ensure the files were accurately recorded and stored in the new EDM system.

All parties agree that the implementation of the Swordfish electronic document management (EDM) solution has been a huge success, with benefits quickly being realised by Magna Housing as well as by their service users and customers.

Key benefits Capita’s Swordfish EDM system at Magna Housing Group:

  • Eliminated weight and storage footprint of paper storage
  • Eliminated expensive storage costs housing paper files
  • Improved legislative and regulatory compliance with all electronic files secured
  • Faster access to key files and data by staff
  • Improved access to data as it's captured from forms and automatically integrated into Magna's housing management system
  • Improved accuracy of data provided to staff when dealing with customer queries, ensuring they can provide the customer with the solution there and then, with no delay or risk they are accessing old data
  • Integration has been extended to include HR, legal and corporate departments, and further areas
  • Enabled all files to be securely accessible and tracked by staff
  • Reduced administrative tasks
  • Eliminated re-keying of data.

Overall, since implementing Capita's Swordfish EDM, Magna Housing has continued to rapidly increase efficiencies and deliver an improved customer service.


Find out more about Capita's electronic document solutions