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Adventist Retirement Plus manages and supports four separate independent living facilities throughout South Queensland, including over 200 staff. With an increasing load of health, safety and compliance documentation that required multiple stakeholder review, they came to us needing a system built to better support the way they manage that review process .
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Document Review Workflow Tool
Management Control Area
Security and Guaranteed Storage Backups

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http://aged.sqsdasafety.org.au/
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Complying with state and federal law at multiple Aged Care facilities from Brisbane to Rockhampton was always going to be challenging. Finding an easy to use document management system for 200+ staff members was proving almost impossible for the Adventist Retirement Plus management team.

They needed a system that was:

Secure
Flexible and user friendly
Focused on reducing document administration
Future-proof allowing new features to be added over time

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Working in direct consultation with the staff managing the manual document review process we identified the key steps in the process that could be streamlined with a software system. In addition to understanding the system must be self-service we broke the project into key delivery milestones:

Upload of all of their existing documents into the system including setting the unique title, descriptive keywords for easy search and the future review date for each document
Implementation of the workflow processing so that as each document comes up for review the relevant stakeholders are notified, allowing them to login securely to review their own copy of the document and provide their own comments in a central location, visible to others.
Implementation of the final approval process allowing documents to be marked as final and promoted to all staff as the new version, whilst archiving previous versions so that they are accessible to management if required.

Once all of that was in place we ran through a set of tests with the management staff, making sure the system was working for each different scenario.
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The custom document management solution built by WK Digital is in full operation and doing exactly as promised:

Removing the need for system administration, it just works
Alerting the relevant staff when a document needs to be reviewed
Allowing them to manage the review of documents independently, in order to reach a group decision
Maintain key information about a document even after its reviewed, making it searchable and easily accessible for all staff

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[av_testimonial_single src=’17899′ name=’Sonya Lawty’ subtitle=’Executive Support’ link=’http://’ linktext=”]
I used to spend hours managing the review process of a single document via email. I’m so pleased with the new system because it’s self-service, allowing me to get on with other work while the review process happens mostly with clicks of a button and without my oversight.
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Document Management System Case Study
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