The Stroke Association
The Stroke Association Streamlines Information Management and Enhances Frontline Efficiency With M-Files and M-Files Hubshare
Highlights
- Centralized knowledge and resources across teams
- Improved access to localized information through regional hubs
- Automated workflows and streamlined processes
- Strengthened compliance and secure data management
Use Case
Compliance Management
Information Management
Process Management
Industry
Non-profit, Medical & Health
Country
United Kingdom
Share This Story
Company Introduction
The Stroke Association is the only charity in the UK providing lifelong support for all stroke survivors and their families. It provides tailored support to tens of thousands of stroke survivors each year, funds vital scientific research, and campaigns to secure the best care and support for everyone affected by stroke.
It is supported by over 800 employees and a wide network of volunteers.
The Stroke Association wanted help with managing information across its teams effectively. They were looking for a centralized document management system that could meet their complex requirements.
The Stroke Association decided to use M-Files and M-Files Hubshare to meet their needs. This solution is already transforming the charity’s approach to information and document management, streamlining operations, enhancing collaboration, and improving efficiency across the entire organization. The Stroke Association is empowering its teams to deliver greater value and improve outcomes for stroke survivors by modernizing its systems.
Key Challenges Before M-Files
Breaking Information Silos
The Stroke Association was determined to improve how it managed knowledge and content across the organization. Previously, employees relied on a mix of shared drives, Microsoft Teams channels, and emails, which wasn’t always the most efficient system to access resources.
Irene Lertora, Knowledge Management Lead, from the Stroke Association, said, "It was sometimes difficult to find things quickly because they could be stored on various Teams channels. We also had shared drives, emails, and Intranet. There was a lot of content duplication."
The lack of cohesion sometimes hindered collaboration between central teams and frontline staff, slowing down information sharing, for example research grants, lived experience quotes, supplier documentation, and project updates.
"Knowledge couldn’t be created without a solid infrastructure that let us find the information we needed. Change to the core system was essential, and it needed to be a smart change," Irene said.
"M-Files does all the heavy lifting to improve efficiency. Teams are confident that they’re accessing the right information. Everything is structured, secure, and up-to-date, thanks to M-Files."
Irene Lertora, Knowledge Management Lead, Stroke Association
"Frontline staff now have everything they need at their fingertips. They can search for a wheelchair grant or a local support group while sitting in someone’s home rather than going back to their workspace to do the admin. The difference is night and day."
Irene Lertora, Knowledge Management Lead, Stroke Association
The M-Files Solution
Secure and Compliant Information Management
The Stroke Association chose M-Files after evaluating various document management solutions. Their decision-making process focused on finding a system that could handle complex access permissions, facilitate seamless knowledge sharing, and support a mix of internal employees and external volunteers. M-Files and M-Files Hubshare were selected for the flexible permission models and the ability to create structured knowledge hubs.
M-Files Hubshare empowers the Stroke Association to centralize the sharing of information across its departments, regional teams and volunteers using a single structured, metadata-driven solution. Creating dedicated regional hubs in M-Files Hubshare gives frontline staff instant access to the most relevant resources for their area, reducing time spent searching for critical information.
Security and compliance were key factors in the decision to implement M-Files. The platform has been introducing automated access controls, preventing unauthorized sharing of sensitive documents. Built-in General Data Protection Regulation (GDPR) compliance features provided assurance that personal and confidential data was only accessible to approved users, addressing major concerns around information governance. It also meant that staff and volunteers can now access the latest approved content securely through M-Files Hubshare.
The Results
Streamlined Operations and Improved Efficiency with M-Files and M-Files Hubshare
M-Files’ document management capabilities are helping to streamline the Stroke Association’s operations. Teams previously relied on manual trackers and personal calendars to manage contract deadlines, research requests, and document approvals. M-Files has been replacing these processes with automated workflows that send alerts, enforce review dates, and comply with retention policies. This has already significantly reduced administrative burdens, letting teams focus on delivering services rather than managing documents. Frontline staff can now retrieve critical resources instantly through localized hubs, while volunteers and engagement officers also benefit from streamlined tools for managing expenses and tracking outreach efforts.
Irene said, "Automated workflows are alerting staff of actions they need to take, whether it’s reviewing a contract, updating information or approving documents. This has led to improved time management and enables staff to dedicate more time to supporting stroke survivors and their loved ones."
"Frontline staff now have everything they need at their fingertips. They can search for a wheelchair grant or a local support group while sitting in someone’s home rather than going back to their workspace to do the admin. The difference is night and day."
Plans for Expanding the Use of the M-Files' Solutions in the Future
The Stroke Association plans to expand its use of M-Files to more regions and departments. Further integrating automated knowledge-sharing tools empowers the Stroke Association to improve its information and document management capabilities while continuing to support stroke survivors and their families effectively.
"We are a small team behind the M-Files and M-Files Hubshare deployment at the Stroke Association. However, even with minimal resources, the system’s flexibility and ease of configuration have made it possible for us to achieve so much. We’re continuously improving and adding value." Irene concluded.
"We are a small team behind the M-Files and M-Files Hubshare deployment at the Stroke Association. However, even with minimal resources, the system’s flexibility and ease of configuration have made it possible for us to achieve so much. We’re continuously improving and adding value."
Irene Lertora, Knowledge Management Lead, Stroke Association
The Bottom Line
With M-Files, the organization is working towards:
- Improved operational scalability with centralized document management.
- Empowered frontline staff to deliver faster and more accurate support.
- Automated workflows to reduce reliance on manual trackers.
- Established a futureproof foundation and expanded use across departments.
Why M-Files?
M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
