There is a great deal involved in managing public buildings and spaces. Plans, reports, and schedules all need to be carefully tracked. Each venue requires annual inspections, health and safety audits, and weekly maintenance reports. Many also have rooms or sporting facilities available for the public to rent. In other words, managing facilities also means managing a great deal of paperwork.
With MaxxClerk, managing this paper flow has never been easier. Annual safety and fire inspection reports can be filed directly into a MaxxClerk workflow where they are immediately sent to management review and sign off. Likewise, regular maintenance logs and reports can be scanned and entered into the MaxxClerk system from a small scanner in the maintenance department of each building. Because MaxxClerk allows for searching by index fields and document text, it is easy to find specific documents. In one quick search, all of the documents related to a specific incident may be retrieved. For example, in the case of graffiti vandalism, the police report, cleaning supplies ordered, photo of the damages and maintenance report would all be quickly found by index value or content. Additionally, MaxxClerk can be linked to your ERP or Computerized Maintenance Management system for immediate access to supporting documents.
Many public facilities are also available for public and semi-private use. Signed rental and lease agreements can be scanned for immediately routing to the clerks responsible for scheduling and ensuring payment has been made. And if there is a problem, the rental agreement is easily retrieved for fast dispute resolution.