Social landlords, what if you could say goodbye to time-consuming Freedom of Information requests? Fortunately, this is now possible. Klippa’s DocHorizon allows you to classify and redact documents automatically. As a result, piles of PDFs, emails, and scans turn into structured, searchable data within minutes.

When combined with a secure, high-performance document management, workflow, and archiving platform, you can centralise decades of tenancy information, correspondence, invoices, contracts, and property records. Consequently, all records sit in a single, compliant, and easily searchable repository.

This solution is made possible by Klippa’s DocHorizon and WoodWing’s Xtendis.

Key Benefits

• Respond to FOI requests faster and more accurately

DocHorizon handles intelligent data extraction and automated redaction. Meanwhile, Xtendis stores the processed files, allowing FOI teams to find relevant documents instantly using metadata and full-text search.

• Integrate seamlessly—even with legacy systems

Many social landlords still use older property management platforms. However, Xtendis acts as a modern, API-driven storage layer. It connects these legacy systems to Klippa’s automation suite. As a result, fragmented archives and siloed historical data are easier to manage.

• Maintain audit-ready, long-term compliant archives

Xtendis provides a full audit log, clear retention policies, and strong access controls. In addition, DocHorizon ensures accurate automated workflows. Consequently, FOI and EIR compliance becomes predictable and repeatable.

• Free your team from manual data entry and endless document hunting

Without automation, staff must search file shares, legacy databases, and email inboxes. However, DocHorizon automatically organises and classifies incoming documents. Xtendis then stores and retrieves them instantly. Therefore, staff save hours per request.

DocHorizon is more than OCR; it is smart document automation. Likewise, Xtendis is more than an archive. It is a secure, scalable knowledge store that keeps your records accessible, compliant, and under control.

Ultimately, FOI requests become simple. Let your documents work for you.Discover how Klippa and WoodWing Xtendis deliver a seamless, end-to-end solution for modern social landlords.

Why FOI/EIR Requests Are Still a Challenge for Many Social Landlords

1. Volume and variety of records• Social Landlords often manage tens of thousands of tenancy files, invoices, emails, repair logs, photos, and scanned correspondence.• FOI requests can span structured and unstructured data across multiple systems, making retrieval slow without automation and centralized storage.
2. Legacy systems• Many social landlords rely on older property management platforms that store data in hard-to-query formats.• Information is often siloed, requiring manual reporting or re-keying.• Xtendis bridges these gaps, standardising storage and providing a modern search layer.
3. Manual processing• Without automation, staff must manually locate, review, and redact documents—an error-prone, time-intensive task.• Klippa automates extraction and redaction; Xtendis ensures the right version of the document is always stored and retrieved.
4. Compliance and legal risk• FOI/EIR legislation requires responses within 20 working days.• Inconsistent data, poor redaction, or incomplete retrievals can lead to complaints and regulatory scrutiny.• Xtendis provides version control, audit trails, and retention rules to support compliant disclosures.

Audit and traceability• Many social landlords lack a clear history of what was disclosed, when, and by whom—a key requirement for FOI governance.• Xtendis logs every access, change, and retrieval, ensuring complete traceability and accountability.

Can you imagine the impact of combining intelligent document automation with a powerful storage and retrieval platform—turning FOI responses, redaction, and record-keeping into a fast, reliable, and largely automated process? If this sparks your interest and you’d like to see how Klippa and WoodWing Xtendis could work with your own documents, simply reach out via our contact form or email questions@openc.co.uk. Our team will be happy to answer your questions or arrange a demo tailored to your specific needs.