Bringing in DocuWare
After the DocuWare install, many old, labor-intensive processes were digitized, including invoice processing, procurement and operations. Today, procurement files and contracts are centrally stored, improving version control and accessibility. Invoices are processed via a digital workflow. “When invoices arrive in the inbox, the AI reads the invoices, which are then logged into DocuWare to understand where they need to go and who is the authorized person to approve them,” says Kathleen Grady-Peralta, Chief Financial Officer & Chief Administrative Officer. “Because it’s electronic, we don't have to get paper invoices and wait for people to sign them.” Currently, DocuWare houses about 45,000 documents with more scanned and added regularly. HACC anticipates reaching about 2.8 million documents by October 2026.
Audits Made Easy
HACC’s records are subject to audit by three or more entities every year. Therefore, ensuring audit readiness, as well as proper governance, file consistency, and secure access across departments is critically important. Prior to implementing DocuWare, the preparation for the audit was manual. “The staff person would move from property to property with a box of files in their car,” says Childers. “Now, when the audits happen, they just go into DocuWare, retrieve all the requested information and upload it to the auditor, whether from home or office.” Additionally, standardized indexing improves file consistency and audit readiness, making it easy to find the information upon request.
Big Savings and Plans for DocuWare Future
HACC envisions that DocuWare will become a centralized repository for HCV tenant files, including certifications and supporting documentation. Other departments, such as Human Resources, are also planning to switch to DocuWare and rid themselves of the paper files. “When HACC first moved into its current location, the floor had to be reinforced to ensure it could carry the weight of the files,” says Childers. She adds that the agency also rents space in a document storage facility, so going fully digital may result in a $60,000 a year saving on rent. “My goal is to make us fully digital,” she says, “so all of our staff will be using DocuWare.”
