Online filing cabinets for your residents.

Give every resident a filing cabinet with your branding. Documentd automatically files tenancy documents, rent statements and important decisions for them. Give residents a clearer record and reduce requests for copies and unnecessary paper mailings.

Important housing records

Start with the documents residents need to keep.

Residents may need to check the terms of a tenancy, understand a past charge or refer to a complaint outcome. File their copies as documents are issued, so these records are organised and available beyond the original communication.

Tenancy agreements
Rent change notices
Service charge statements
Annual rent statements
Lease and shared-ownership documents
Important complaint outcomes
Other important housing records

Your residents should have their own copies, in an account they control.

An organised home for housing records

Give residents a clear record of their tenancy.

Housing documents can become scattered across letters and email attachments. An organised copy makes it easier for a resident to find a statement, check a notice or return to an agreement without asking the housing team for another copy.

Documentd automatically files these documents in each resident’s own cabinet, organised and ready to find. Your branding and dedicated web address give residents a familiar place to return to for the records you send.

A branded service, independent access

Your branding. Your residents’ own records.

Give residents a branded filing cabinet with a simpler, lower-cost service than a document portal. Start with web send, then add copy-in once your company is set up, without a portal development project. Your branding makes the source of their documents clear; their copies remain under their control.

Your cabinet sits within the resident’s own Keepd account. Keepd is free and works with any email address, bringing together their cabinets from different businesses and documents they file themselves. From your cabinet, they can navigate to the rest of their account.

Their copies remain available after moving home or changing landlord.

Your branding gives residents a familiar place to return to. Their ownership means access to their copies does not depend on your systems.

Documentd Business Case 04 · Housing Associations

Less administration and fewer resends

Reduce repeat requests to housing and accounts teams.

Finding and resending tenancy documents and past statements takes staff away from current enquiries. When residents can retrieve their own copies, routine requests can be resolved without another search or paper pack.

Fewer requests for tenancy documents and statements
Less time locating historic rent and service charge records
Less printing and postage where electronic copies are appropriate
Resident access that continues after moving home

Assess the benefit using your own document volumes, support workload and postage costs, alongside Documentd’s charges.

A simple start for your team

Start with a regular statement or document pack.

Try web send with a sample document sent to yourself. Then choose one process, such as annual rent statements, and use a simple folder structure residents can recognise.

Once your company is set up, send from the website or copy filing@documentd.com into your normal email. Copy-in files the attachments in each recipient’s cabinet; your ordinary email and attachments still go to the recipients as usual.

Email integration and the API are available for more involved workflows when you need them.

Try web send →How copy-in works →

Lasting access to important records

Important housing information should remain easy to access

Housing relationships create important point-in-time records about tenancies, rents, service charges and landlord decisions. Residents may need to understand or refer back to those records long after the immediate communication has passed. The copy protections described here apply to documents filed through Documentd, rather than files uploaded directly in Keepd.

Personal to the resident

The document is delivered directly to the individual resident.

Accessible later

The resident retains long-term access independently of the housing association's portal.

Reliable historic copy

The sender cannot alter the settled copy filed through Documentd.

Documentd in practice

The resident owns their copy
The sender cannot alter the settled copy filed through Documentd
The sender cannot delete the settled copy filed through Documentd
Access can continue after moving home or changing tenure
The original document can be downloaded again
Evidence of what was delivered and when is retained

It supports transparency and accountability

The Regulator of Social Housing requires registered providers to communicate with tenants and provide information so they can use landlord services, understand what to expect from their landlord and hold their landlord to account. Documentd gives important housing documents a persistent, organised place where residents can review and retrieve them.

Give the resident their own permanent record, rather than making long-term access depend on the housing association's systems.

Further detail: documentd.com/business-cases/housing-associations

The business case

Less repeat administration. A clearer record for residents.

Your branding

A familiar cabinet and dedicated web address for your residents.

Automatic filing

Your residents’ copies arrive organised and ready to find.

Resident control

Your residents keep their own copies in an account they control.

Your branding. Automatic filing. Records your residents can keep and find independently of your systems.

Documentd provides branded filing cabinets for your residents and automatically files the documents you send for them to own and keep.

documentd.com/try · documentd.com/pricing

Assess costs and savings against your own processes and Documentd plan.