The number of documents within housing associations is growing exponentially. At the same time, the ways in which this data is being used are also rapidly increasing. As a result, effective document management has become essential within any organisation. Following a major cyberattack on eight housing associations two years ago, Laurentius decided to radically change its approach to document management. In an interview with CorporatieGids Magazine, ICT Advisor Anouk van der Zanden discusses their new strategy, how they’ve enhanced data security, and how documents now serve as a springboard for data-driven operations.
Two years ago, Laurentius was one of the eight housing associations hit by a major digital attack. “We suddenly lost access to our systems and data — we were completely shut down,” Anouk recalls. “We wanted to be operational again as quickly as possible. After discussions with IT providers, we found that migrating to a cloud-based system would get us back online the fastest. This move aligned perfectly with our digitalisation strategy, which focuses on expanding our use of the cloud. So, we decided to fully transition our IT landscape to SaaS.”
Choosing the Cloud
This decision resulted in most of their applications being upgraded to cloud-based versions. “One example is our ERP system, Dynamics Empire, which we now use in its online version: Dynamics Empire Online. However, the Document Management System (DMS) we initially adopted during the migration didn’t meet all our needs. It lacked essential features, such as unique document identifiers and the ability to store documents not linked to specific contacts. That’s why we began looking for a more robust system — which ultimately led us to choose E-Content 365 from Archive-IT.”
Handling Documents Consciously
Proper document management is increasingly critical for housing associations, Anouk explains. “It brings its own set of challenges. For instance, ensuring colleagues know what should or shouldn’t be archived — and if it’s not stored in the DMS, then where? When done consistently, document management makes it easier for everyone to find the data they need for business processes, thereby improving the effectiveness of the DMS.”
Emphasizing Data Minimisation
Following the cyberattack, Laurentius took a hard look at how to handle data more securely. “One key principle we adopted is data minimisation. Our goal is to store every document only once within the organisation and avoid keeping copies across different platforms like Teams or email inboxes. This approach increases security, as we can identify which systems contain sensitive information and apply targeted protections. It also allows us to quickly determine whether tenant data might have been compromised in an attack.”
“Another benefit of centralised storage is better enforcement of retention and destruction policies. If documents exist in both the DMS and personal folders, deleting them in one place doesn’t fully remove them from the organisation. That’s something we’re now very strict about internally.”
Automated Invoice Recognition
Laurentius recently began using I-Flow 365 software from Archive-IT. Anouk explains: “When we receive an invoice by email, its data is entered into the ERP system, and the invoice along with any attachments is stored in the DMS. While we could’ve opted for a solution installed on an Azure server, that would still require local maintenance and monitoring. Archive-IT’s module aligns with our cloud-first strategy. It automatically reads VAT numbers, IBANs, and amounts, reducing manual work and the risk of errors — all while boosting efficiency.”
Committing to the Microsoft Standard
Laurentius has also made a conscious decision to follow the Microsoft standard as part of its digital strategy. Anouk notes: “We see that more and more software providers are integrating Microsoft functionality. For us, using the 365 suite ensures seamless compatibility and easy integration. For example, our Outlook program includes an E-Content 365 button, making it simple to store documents directly in the DMS. That kind of consistency is great for users and makes it easier to adopt updates or even new systems.”
Focus on Data-Driven Decision-Making
With its revamped IT landscape, Laurentius is setting its sights on data-driven decision-making. “Most people immediately think of financial data,” Anouk says, “but to me, it goes beyond that. We face major challenges around construction and sustainability of our properties. Making the right decisions in these areas requires access to accurate, reliable data. There’s huge potential in data-driven working — and in my view, effective document management is the foundation that enables it.”
Source: CorporatieGids Magazine