Delivering an easily accessible document management system in Beaconsfield, UK
Signature Senior Lifestyle provides luxury care homes and assisted-living communities for people in need of nursing, respite or dementia care. The company, in the market town of Beaconsfield, UK, contracted Cognica, an RSK company, to help it to deliver an electronic operations and management manual.
Cognica has rich and varied experience of transferring paper-based document systems to digital ones. Once contracted, we agreed on a strategy with Signature Senior Lifestyle. The client wanted to have direct control over the delivery and management of its buildings’ handover documentation. The project’s requirements were to standardise the information received from suppliers and enable easy access and management of the operation and maintenance manuals for the care company’s properties on an electronic platform.
Signature Senior Lifestyle’s IT systems were moving to the Microsoft Office 365 suite, so Cognica identified SharePoint 365 as the ideal platform for the manuals. This platform would enable the documentation to be easily searched, identified, accessed and updated. Our team developed and configured the SharePoint 365 platform to enable the manuals to be delivered and stored, including metadata tagging for easy searchability. The platform is hosted on a cloud-based system operated by Signature Senior Lifestyle, thereby enabling remote access to the site on hand-held devices and via a desktop computer. We branded the solution to Signature’s branding guidelines. We also designed the platform with excellent flexibility so that person responsible at Signature could easily migrate or upgrade the IT system. After completing the project, we were contracted to work on all new builds as Signature’s sole provider for document collation services.
Cognica, working alongside the main contractor, is continuing to provide manuals tailored to Signature Senior Lifestyle’s preferences, thereby further enabling the organisation to manage, operate and maintain its buildings throughout their life cycles.