Clay Shaw Thomas
Clay Shaw Thomas (CST) is one of the leading independent accountancy Firms in the South. Offering accounting and audit services to local, national and international companies, CST focuses on owner managed businesses as well as private clients.
Along with many accountancy firms, CST needed to comply with increasing amounts of document and record retention legislation. Inevitably this leads to a greater number of documents being generated for each client with longer storage periods. Coupled with a need to respond to client’s requests for documents within 21 days, CST looked an efficient and streamlined system to store and retrieve documents.
CST had exhausted all available storage space for paper archived documents. This was supplemented by a PC based filing structure, which, although convenient, did not allow access to all their documents. Neither does this offer a clear audit trail or integrate with existing products.
CST also identified that in the event of a major disaster critical information would be lost and the business would be unable to operate viably. Introducing a system to mitigate this risk was a practice priority.
“Invu Document Management makes us more efficient and has allowed us to offer our clients an even better service.”
CST considered an electronic document management system to be the ideal solution to the problems facing the practice.
Gwyn Williams, Director explained “One of the main reasons for choosing Invu was that it integrated with a number of frontline busness applications that we were already using including Practice Manager, Sage Accounts, Sage Corporation Tax, and Digita.”
Gwyn continued “We felt confident that Invu would work alongside our existing packages especially as it has accredited supplier status with the Institute of Chartered Accountants in England and Wales”.
Key benefit areas
Improved efficiency and client service
CST purchased 45 licences and developed a project team to install the product throughout the firm. The Invu Partner transferred all existing electronic client files. This proved to be very straight forward as Invu Document Management had been set up to mirror the existing structure. While the transfer took place the Invu Partner also delivered a comprehensive programme of training for all staff. This approach ensured that everything was in place for the ‘go live’ day.
Gwyn Williams, a Director at CST explained “Invu Document Management makes us more efficient and has allowed us to offer our clients an even better service.”
All client files are rapidly accessible improving response rates to client enquiries. Invu Document Management also ensures data protection compliance. Invu Document Management’s automatic version control ensures that the latest copy of the document is to hand, noting for accuracy and speed.
At CST the scanning process is also very quick. They use eCopy connector, which is a multi-function device that scans documents into Invu at 70pm.
“One of the main reasons for choosing Invu was that it integrated with a number of frontline busness applications that we were already using including Practice Manager, Sage Accounts, Sage Corporation Tax, and Digita.”
Everything is now stored electronically at CST. A project is currently underway to back scan all paper archive files. On completion, CST will regain office space for re-use, possibly even for additional fee-earners.
CST have realised their commitment to operating a paperless office. By filing documents through Invu Document Management CST have massively reduced the volume of paper transactions. In conjunction with providing payslips to staff electronically CST has made big steps towards fulfilling its ambition to run a ‘green’ business.
CST is considering adding Invu Workflow, to automate documents through the organisation, allowing users to action and authorise tasks. CST is confident that documents are held in a safe and secure environment. The system is backed up every night to an external hard drive. In the event of a major disaster such as fire or flood and the premises were not accessible staff could still be able to access documents remotely, allowing the business to continue delivering services to customers.
“We felt confident that Invu would work alongside our existing packages especially as it has accredited supplier status with the Institute of Chartered Accountants in England and Wales.”
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