Thank you! We'll be in touch very soon.
Oops! Please check your answers and try again.
Stephen Ledger
|
Operations Partner

Kreston Reeves selects Virtual Cabinet Document Management Software

How this award-winning, 300 employee-strong firm of accountants selected its document management software.

Get A Free Demo

The traditional office is dead. Long live the virtual filing cabinet!

The Background

With big expensive offices, with floors of stored documents, rapidly being confined to the shredder - it has never been more important for business to adopt new processes that improve efficiency, productivity, and cut costs.

That is precisely why the award-winning, 43 partner, 300 employee-strong firm of accountants, Kreston Reeves, has invested in the market leading document management system, Virtual Cabinet. Like any dynamic, forward thinking firm with an eye to growth, Kreston Reeves continually reviews systems, processes and costs to identify ways of improving client services and managing overheads.

The Problem

In 2012, their dedicated in-house IT identified the need for an integrated document management system to meet specific performance criteria and achievable objectives. Their brief to potential providers was implicit. The solution had to:

• Facilitate changing ways of working: 24/7 access, anywhere and anytime from the office, home or remotely
• Be a modern best of breed solution with a single point of access to manage multiple and complex document and email trails, firm–wide instant retrieval
• Be secure and back-up
• Deliver ease of use and quantifiable savings in terms of time, document storage and retrieval costs
• Include digital signature technology
• Reduce paper costs

The Selection

From the detailed responses, four solutions were short-listed for trial by the IT team. Following thorough performance evaluations, the team voted 11-0 to invest in Virtual Cabinet for 300 users across four sites in London and the South East.

The team voted 11-0 to invest in Virtual Cabinet

The evaluation team was particularly impressed with several key functions in the Virtual Cabinet. First, the speed and ease with which documents can be accessed. Second, its modern thumbnail approach to reviewing long document and information trails.

Like any firm of accountants and financial advisers, documentation is a core process to the business. Historically, the firm relied upon a bespoke document management process. With users having to spend hours sifting through documents, it was time to migrate and invest in an industry best-of-breed system complete with the latest functionality and a built-in WOW factor for both the user and client.

According to Stephen Ledger, Kreston Reeves Operations Partner, there were three key considerations in the selection process:

  1. Return on investment
  2. Operational efficiencies
  3. People needed to be behind the final selection decision

He said, “We have four main offices in London and the South East. Fixed building costs, including document storage run in excess of £1million each year.”

“The new Virtual Cabinet system means we can reduce cost by at least £50,000. That is a significant saving.”

“Kreston Reeves is a growing company. We have identified changing working methods and needed a modern solution that could cope with change. A lot of time and money goes into working with paper. We needed a far more productive, secure and accessible solution. We do not want to be sifting through a growing mountain of paper. We wanted to leverage new ways of working”

Stephen Ledger is particularly interested in the benefits the Virtual Cabinet document management process will bring to the firm’s client experience. Instead of clients waiting on phones while historic files are traced and sorted, the Virtual Cabinet enables users to access files and specific documents in seconds. He sees the thumbnail document flicking process as the modern way of viewing long paper trails. He has nothing but praise for the digital signature.

“This is going to save some clients a lot of time and money.”

To ensure all customers get the best from the new document management installation, Kreston Reeves plan to introduce an awareness and user programme. According to Stephen Ledger, if businesses want to increase their efficiency, productivity and reduce operational costs, they need to move into the digital age.

More Customer Stories:

“It couldn’t have gone any better. It’s all perfect.”
Mark Robinson
Financial Planner
Read More >
“The document portal demonstrates our commitment to technology and presents a secure alternative to email."
Martin Ward
Partner
Read More >
"When someone is absent or sick we don’t have to go searching for information on specific PC’s."
Marcus Temu
Director
Read More >
“One partner said to me the other day that Virtual Cabinet has changed his life."
Steven Scarlett
Partner
Read More >
"Returns can be finalised within a few hours instead of days. It also helps save time in follow up procedures.
Seamus Parfrey
Managing Partner
Read More >
"Very easy to use and offers us modern functionality with an integrated document portal to exchange documents securely with our clients."
Ian Phillips
Deputy Managing Partner, Head of IT
Read More >

Get Your Free Demo:

Advice from a product and industry expert
For both big and small businesses and firms
Personalised to your business
Any questions you have answered
Mark
Available
Dave
Available
Tom
Available
"Ticked All The Boxes At A Great Price Point Suitable To Us."
Partner, P.B. Syddal & Co.
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Join 42,000+ Other Customers

Stop wasting your time, and delight your clients, with a market-leading solution.
Get Your Free Demo