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The Woodland Trust: Becoming Paperless and Planting Trees
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Functions
- Human Resources
- Procurement
Use Cases
- Inventory Management
- Remote Collaboration
Services
- Software Design & Engineering Services
- System Integration
The Challenge
The Woodland Trust, a UK woodland conservation charity, was facing a challenge of managing and storing their legal documents in a format that was legally accepted by the courts. They were also looking for a solution that could integrate with their CRM and accounting systems, and provide home-based employees with easy access to important information. The organization was planning to move to a new, more modern building where they anticipated having less storage space, which prompted them to start evaluating document management solutions. The tasks included reducing storage space, creating a “legally admissible” electronic document archive, sharing information with home-based employees, and integrating a document management system with the organization's CRM and Accounting system.
About The Customer
Established in 1972, the Woodland Trust is the UK's largest woodland conservation charity and one of the leading conservation forces for woods and trees. The organization campaigns to protect ancient woods, restores woods that are damaged, and fights for those threatened by development. With the help of communities, schools, organizations and individuals, they create new native woodland throughout England, Wales, Northern Ireland and Scotland. The organization was looking for a solution to digitize their legal documents in a format legally accepted by the courts and to securely store these documents with long or indefinite retention periods. They also needed a solution that could integrate with other key systems such as their CRM and accounting systems, as well as provide home-based employees with easy access to important information. With almost 2/3 of their employees working from home, access to information over the internet from a tablet, smartphone or laptop was an important consideration.
The Solution
The Woodland Trust decided to implement DocuWare because it met the legal requirements of the courts, would help them reduce document storage space, and could be customized to their unique needs. DocuWare was initially rolled out to the legal department to manage and store land acquisition documents and legacy documents containing the details of an individual’s donation of part of their estate to the Woodland Trust after their death. The organization expanded DocuWare’s use to include direct debit mandates and gift aid declarations. Using custom in-house software programming, DocuWare was integrated with the charity’s CRM system, Advanced, NG. Once a donor is located in the CRM system, every document related to that donor can be accessed by clicking the integrated DocuWare button which works in the background to automatically search and display any document indexed with a donor’s reference number.
Operational Impact
Quantitative Benefit
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