Thousands Of Hours Spent Retrieving Information Reclaimed For Waddesdon Manor By Invu

Invu document management system to speed up file retrieval, create file share and enhance collaborative working

Invu, the leading provider of document management software, has been chosen by Waddesdon Manor, the 6,000 acre Estate in Buckinghamshire, to provide a document management system to centralise information storage and improve access to files to staff based in multiple locations across the Estate. The result will be a saving of thousands of hours of staff resources per year.

Waddesdon Manor (a National Trust property) and its Estate incorporates charity and commercial activities. The need for document management software was primarily identified to facilitate the creation of complete and accurate files which are electronically accessible regardless of the physical location of staff, by centralising and digitising information storage. Information retrieval was previously hampered by a proliferation of personal filing systems with key business information distributed between email, electronic documents and paper records. This compromised information sharing and collaborative working.

The deployment of the Invu document management software together with the design of a central filing system enables easy access to documents by authorised personnel and will simultaneously removes the reliance upon location-bound paper-based files. Additionally, Invu workflow has streamlined business processes improving collaborative working and service delivery and dramatically reducing time spent on administration.

Nicola Allen, Records Manager at Waddesdon, comments, "The past ten years have witnessed a significant increase in Waddesdon's charity and commercial activities, whilst an organisational restructure has made possible the design of a central filing system. On account of the nature of our activities, rapid information retrieval is essential; likewise reducing time spent on administration was crucial. Invu software will allow not only to us to digitise records, making them accessible from a single source but crucially, enable us to more effectively manage key business information currently trapped within staff email directories."

Allen continues, "Once the objectives were identified, we began the selection process by benchmarking various software providers against strict criteria, the most important of which were: improving access to information to aid collaborative working; help us meet our compliance obligations particularly in terms of managing personal information; automating labour intensive (paper based) business processes and creating an electronic archive. Above all, the software had to be intuitive to use. Invu fulfilled these pre-requisites as standard, while also providing us with an excellent client relationship throughout."

Allen concludes, "The system will allow Waddesdon to reclaim time previously spent on administration, this will improve productivity. We have calculated that the simple acts of searching for and retrieving files currently takes staff 11,104 hours a year. By using Invu to implement a central filing system, scan paper and save electronic records, information will be retrieved faster and delivered to the desktop immediately regardless of physical location."

About Invu
Invu develops software that incorporates document management, content management, workflow, automation and collaboration specialising in solutions for the mid-market and smaller businesses.

Also known as the paperless office, Invu typically gives a return on investment in under six months, allowing companies to see efficiency savings in terms of both money and time.

Over 4,500 organisations use Invu. From professional services (such as accountants, IFAs and insurers) to education; from housing associations to manufacturing and engineering; from transport & logistics to construction and charities. Invu's Open Search integration allows SharePoint users to utilise fully the benefits of WSS/SharePoint Foundation or MOSS/SharePoint Server whilst retaining the functions of specialist document and content management.

Invu's solutions enable automated scan, capture and management, processing and output transformation. Invu also integrates with all major accounting systems including IRIS and Sage, as well as ERP and CRM systems. For more information, visit www.invu.net.

SOURCE: Invu