Case Study

ReFrame Assist Document Management​ Powered by ReFrame Solutions​

Industry

Public Housing Administration

Location

US

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The Background​

Public housing authorities are particularly challenged when it comes to document management. While HUD allows for electronic records to be maintained for most document types, age-old standards for maintaining documents with original signatures in paper format have slowed the pace at which PHAs have adopted electronic record systems. 

Business Challenge​

Most documents are received from tenants and landlords through snail mail, even with the implementation of portals where users can upload electronic documents. PHAs are also subject to complex data retention policies required by HUD and state regulations. Collecting, securing and purging paper documents requires significant effort from agencies resources, effort which could be re-allocated to better purposes. Few competitors provide fully integrated document scanning, upload and archive features that make document management effortless.

ReFrame Assist provides complete document management functionality throughout the suite of products, including:

  • Portal and Back-office document upload
  • Scanning for tenant, unit and owner documents
  • Tablet image capture
  • Retention policy/archive
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Game-changer ​

Highly configurable document management that assists PHAs to transition to a complete electronic records management future

The Advantage

Category 1​

ReFrame’s Applicant and Owner Portals allow documents to be exchanged between the PHA and tenants and landlords in encrypted, electronic format.​

Category 2

Scanning with or without bar codes directly to the Tenant, Unit or Owner record easily facilitates converting paper documents to electronic format which can be viewed and managed directly within the Back Office.​

Inspection and Fixed Assets images captured from hand-held devices​

Speed up mail room activities using barcode scanning​

All images are available in real time​

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Improved user experience, efficiency, and compliance are inherent in the solution​

ReFrame Assist’s suite of products provides seamless, integrated document capture, storage, display and archive functionality so that electronic documents are managed in compliance with HUD, state and organizational document retention policies. Agencies can be assured that all images are stored securely in the Azure Cloud and are accessible to tenants, owners and agency users in real-time. ​

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Peer Difference

  • Portal upload​
  • Bar code scanning​
  • Tablet native Image capture​
  • Retention policy management
  • Configurable document codes​

Technology Stack

Built on Windows technology and hosted in the Azure cloud, the solution ensures high scalability, security and reliability.