DM Jan-Feb 2024

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Dm COMPANY UPDATE: FILESTREAM A winning formula Charles Hooker of Filestream shares an update on the company's recent successes, including another high profile win at the DM Awards 2023 As we move into 2024, at Filestream we've been reflecting on a year of growth and positive change as well as celebrating award success for the third year in a row as we have recently won the Low Code/No Code Award at the prestigious Document Manager Awards. To win once again for our product File Stream 5 is the icing on the cake of 2023 and sets the tone for our aims this coming year. File Stream 5 is the latest iteration of our document management software system and this award proves that it's not only stood the test of time - it's maintained its excellence. This award has proven that our commitment to innovation and customer requirements has been justified. Our no-code product allows access to the program without any requirement for downloaded software on either a PC, Android or Apple device - similar to most bank applications. Our 'No Code' interface is much easier to use, manage and support. these key industry awards were: User-friendly - File Stream 5 is a clear, easily understood interface immediately useable with the minimum of training or fuss. Logical structure - its structure is easy to use with user-friendly features including workflow, digital mailroom and processing; the latter includes using AI for tasks such as invoicing. Scalability - it offers an unlimited number of users and documents. Easy licensing - All licences are concurrent enabling small systems to handle big projects. High security - it offers an exceptional level of security including 256 AES encryption at rest, and full RBAC (Roles Based Access Control). We believe that the reasons we stood out at 28 @DMMagAndAwards January/February 2024 www.document-manager.com
COMPANY UPDATE: FILESTREAM Dm "IN 2024, OUR CLOUD-BASED SYSTEM WILL CONTINUE TO ENABLE BUSINESSES OF ALL SIZES TO EFFECTIVELY MANAGE THEIR DOCUMENTATION IN THE MOST EFFICIENT AND SECURE WAY POSSIBLE, SAVING BOTH TIME AND MONEY AND ENABLING PAPER-FREE WORKING. IT IMPROVES EFFICIENCY AND WORKFLOW AND, MOST IMPORTANTLY, MEANS OUR CLIENTS CAN BE CONFIDENT THEIR DATA CONTINUES TO BE SAFE AND SECURE." Cost efficient - it's affordable. The following prices are based on a subscription model and INCLUDE cloud costs. With prices as low as £1.87 per person per day for five concurrent users to £1.02 per person per day for up to 15 concurrent users. Of course bigger companies can look for bigger efficiencies in implementing our system. File Stream 4 and 5 users include some of the most well known companies, organisations and celebrities in the UK including worldwide cruise companies such as P&O and Cunard, Scania and logistics giant, the Culina Group. EFFICIENCY AND COST SAVINGS One of those clients is the Perthshirebased retail company House of Bruar which specialises in country fashion, particularly offering garments in Tweed and cashmere as well as homeware with a country feel. Prior to 2021, this independent established family-run business with an HQ and a distribution centre, was paper-based. This meant the team had to manage and store vast amounts of paperwork including orders and all of its necessary record-keeping. The management realised it was time to change and they needed to find a solution to take that paperwork to a paperless system which was secure and user-friendly. Given such a business stores personal data from its valuable customer base, security was a priority for them. Their research led to the team making contact with us at Filestream and we recommended File Stream 5 alongside scanners supplied by PFU Scanners - one of our trusted collaborators in our sector. Working with the team at House of Bruar, we began the task of taking their paperwork systems online and we're truly grateful to the staff for embracing that change. This process took some weeks yet very quickly the benefits became apparent. Once this had been done, the team could all operate more efficiently and there were cost-savings too - though their priority was to help everyone work more efficiently and not waste time having to trawl through reams of physical paperwork. (Editor's note - DM actually covered the House of Bruar story as a case study in our Nov/Dec 2023 issue, see here for the full story: https://www.yumpu.com/en/document/ read/68571631/dm2311/16) FREEING UP OFFICE SPACE Another company we've worked with is Wales' leading independent food service wholesaler Castell Howell based in Carmarthenshire. This company, which was founded in the early 1970s, now has around 600 staff and around 4,000 customers as well as several depots. Its management team had found that it was increasingly losing office space for document storage and that staff time was often spent looking for documents and then transferring them to various staff and locations. Given the amount of deliveries the company was involved with on a daily basis, the mountain of paperwork had already piled up. Also for reasons of compliance much of its paperwork had to be kept for six years. Given a recent office move, this meant the team faced more and more space being dedicated simply to the storage of physical documents in filing cabinets. Recognising the issue, the management team looked for a practical and user-friendly cloud-based solution and they found us at Filestream. We suggested a 40-user combined network and web version of File Stream 5 plus scanners to reduce this need to store physical paperwork and to reduce the need to physically transfer documents from one location to another. With this solution, appropriate staff could access essential documents via the cloud whenever they were required and where they were situated. This led to the outcome that was desired: the freeing up of valuable office space, more time for staff to spend on more productive tasks and also cost savings too. In 2024, our cloud-based system will continue to enable businesses of all sizes to effectively manage their documentation in the most efficient and secure way possible, saving both time and money and enabling paperfree working. It improves efficiency and workflow and, most importantly, means our clients can be confident their data continues to be safe and secure. This last year has also seen us move into our own premises on the Wellington Business Park in Crowthorne in Berkshire which has been a big advantage to us for expansion and growth. Look out for more stories from us across the next 12 months! More info: www.filestreamsystems.co.uk www.document-manager.com January/February 2024 @DMMagAndAwards 29
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