How Barrhead Housing transformed thousands of archived housing records into a secure, searchable digital archive.
- Client
- Barrhead Housing
- Industry
- Housing Association
- Service
- Digital Transformation
“The digitisation project has transformed how we access and manage our archived records. The Workflo team handled every stage professionally, delivering a well-organised digital archive that will benefit our organisation for years to come.”
The challenge
Barrhead Housing needed to convert a large archive of housing documentation into an organised digital format while maintaining the integrity and quality of every record. The project presented several challenges, including:
- Large volumes of archived housing files requiring careful handling
- Historic documents needing preparation before scanning
- Technical drawings requiring specialist digitisation
- The need for accurate indexing to ensure quick retrieval
- Secure delivery of digital records for future management
With housing organisations handling sensitive tenant information and property documentation, accuracy, security and accessibility were essential throughout the project.
The solution
Workflo delivered a structured document digitisation project designed to preserve valuable housing records while creating a fully searchable digital archive. Every stage of the process was carefully managed to ensure document quality, accurate indexing and secure delivery.
- 1
Document Collection & Preparation
Workflo collected and organised 34 archive boxes of housing records. Documents were prepared for scanning by removing staples, repairing damaged pages and arranging files, completing 49 hours of preparation.
- 2
High-Volume Scanning
The team completed 30 hours of high-volume scanning, digitising 49,054 document images and 1,136 technical drawings. Every document was quality checked throughout the scanning process to ensure clarity, completeness and consistent image quality, preserving valuable records for long-term digital storage.
- 3
Intelligent Indexing & Organisation
Workflo indexed and catalogued 503 records, creating a structured, searchable archive. The completed files were securely uploaded to Microsoft SharePoint for immediate access by Barrhead Housing.
The results
The digitisation project enabled Barrhead Housing to move away from paper-based archives and adopt a more efficient, secure approach to document management. The new digital archive has improved accessibility, strengthened document control and created a scalable solution for future record management.
Faster Document Retrieval
Digitised and indexed housing records can now be located quickly, reducing time spent searching physical archives and improving access to important tenancy and property information.
Improved Efficiency & Productivity
Removing the reliance on paper records has streamlined document management, reduced manual administration and enabled staff to work more efficiently.
Secure, Future-Ready Records
With documents securely stored, indexed and uploaded into SharePoint, Barrhead Housing now benefits from a scalable digital archive that supports compliance, collaboration and long-term record preservation.
Why housing associations choose Workflo
Housing associations manage large volumes of sensitive tenant, property and compliance documentation every day. Fast access to accurate records is essential for delivering efficient services and meeting regulatory obligations.
Workflo helps housing associations modernise document management through secure digitisation, intelligent indexing and digital workflow solutions that reduce administration, improve accessibility and support long-term information governance.
Our experience working with document-intensive organisations enables us to deliver tailored solutions that preserve valuable records while helping teams work more efficiently, securely and sustainably.
Ready to leave paper behind?
Call 0333 300 3250 or email hello@workflo.solutions