"Why would you try and do it yourself when it can all be taken care of.  In any risk management analysis the solution is obvious...you have to use DocBanq."
Helen Hancox, Managing Director
 

Summary

Flying Filing Squad is a well respected consultancy practice in the field of Records Management.  The organisation specialises in the implementation and design of records management solutions, the establishment of auditing systems and change management strategies.  The practice has extensive experience in the public sector as well as large private organisations.  Flying Filing Squad is located in Wellington, New Zealand.

With a geographically dispersed workforce, the organisation had great difficulty accessing and sharing corporate records.  The problem was amplified with the addition of new staff and the ever increasing requirement to manage electronic records.

Flying Filing Squad now manages all their documents on DocBanq.  Staff, strategic partners and clients can access documentation from any location while the entire technical infrastructure is maintained by DocBanq.

The Challenge

Due to the nature of their work, the staff of Flying Filing Squad rarely work from a central office.  Most staff will be, at any given time, working in various part of New Zealand at customers sites or from home.  Therefore the need to access a central repository of corporate documents in order to share information and to collaborate was rapidly becoming an issue.

The problem was also amplified by the fact that the company has recently grown.  The addition of new staff with essentially no corporate memory forced the organisation to formalise its corporate memory processes.  Not only a solution had to be found for the purpose of providing instant access to reliable information to its own staff, but as a leader of its field, Flying Filing Squad needed to model best practice for existing and potential clients.

To meet its business needs, Flying Filing Squad had to acquire a technological platform that would control all records and provide capabilities such as searching, version control, filing, disposal and security management.  Unfortunately, although there are a large number of products on the market, most were felt to offer poor value to a growing organisation.  In addition, the need to manage the infrastructure, perform backups and upgrades would be time consuming and distracting for an organisation for which the maintenance of technological platforms is obviously not part of its core business.

The Solution

For the solution, Flying Filing Squad selected and implemented DocBanq.

All of the organisation's documents are now stored and accessed from DocBanq from any location.  Staff can now have instant access to the latest versions of corporate policies and collaborate with their colleagues wherever they might be located. 

While Flying Filing Squad is a small organisation, DocBanq allowed them to enjoy the benefits of powerful software and infrastructure for the first time.  Previously, only large organisations with adequate financial resources could implement and maintain a document management system.  With DocBanq being supplied as a service, Flying Filing Squad can also implement best practice programs for integrated physical and electronic record-keeping.

The organisation currently maintains all their information on the system including policies, procedures, user guidelines, training material and e-mail.

The Results

DocBanq offered a simple solution to Flying Filing Squad with very low financial and implementation risks with its 'Try Before You Buy' policy.  "We don't feel that we are at the bleeding edge.  We did not want to spend thousands on a system that may not work, whereas the trial period allowed us to see the positive advantages of the solution at no risk" said Helen Hancox, Managing Director, Flying Filing Squad.

The seamless integration of DocBanq with Flying Filing Squad's web site means that the organisation can direct all their staff, strategic partners and clients to a simple point to access the system without the need to install any client software.

The fact that Flying Filing Squad does not need to own and maintain an expensive infrastructure is one of the main benefits of the DocBanq solution.  "Why would you try and do it yourself when it can all be taken care of.  In any risk management analysis the solution is obvious...you have to use DocBanq" concluded Helen.

Web:  www.filing.co.nz