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As a result, document storage has been drastically reduced - supporting the company's recent move to a new, open plan office space - and the ease of information access within Invu is transforming the speed with which DTE can respond to client queries.

TIMELY RESPONSE
DTE Business Advisers offers a broad range of accountancy and advisory services to businesses and individuals throughout the UK. With offices in Manchester and Bury, DTE's services include audit, tax consultancy, corporate finance, forensic accounting, payroll, financial planning and IT support.

In common with any organisation involved in financial planning, accounting and tax services, DTE generates huge volumes of data, primarily from client correspondence. Managing this information, and ensuring it was correctly located within each client's file was a huge task. With the evolution towards email, the company was also finding it difficult to ensure documentation was correctly stored and filed - creating difficulties in gaining the fast access to information required to respond to client queries.

Five years ago DTE decided it needed to address the deluge of paper documents and evolve towards a paperless office. Richard Bell, Associate at DTE Group explains, "With all documents stored in a paper format it was difficult for staff to locate information quickly and easily. Client queries can range from 'what is my tax payment and when is it due', to a question about wealth planning or pensions activity that occurred several years ago. With paper based information located in several locations it was difficult to respond to clients in a timely fashion."

SECURE DM
Given the sensitivity of client data, DTE was concerned about the security of any document management solution. Having reviewed the market and closely assessed the quality of security within each product, DTE opted for the Invu document management system.

The first step was to deploy Invu within the accounts preparation and tax compliance department, with individuals tasked with scanning all inbound correspondence. It became rapidly apparent that to maximise the value of the DMS, DTE needed to expand the use of Invu across the entire business to create a single source of all client correspondence. As Richard explains, "The major advantage of using Invu is that staff can quickly and easily locate all the documents they need to resolve queries."

The search facility within Invu ensures that misfiled documents are no longer an issue. Instead of saving information to a client file, it is saved to a folder within Invu, "The Invu search will locate a document irrespective of where it has been filed, ensuring immediate access to any information as and when required. Staff simply enter the client name in the search bar and Invu provides every piece of information relating to that search," Richard explains.

VOLUME CONTROL
DTE is also using Email Manager from Invu to gain control over the rapidly escalating volumes of email correspondence. This information is, again, highly sensitive, and must be accurately recorded within the client's file. Before implementing Email Manager, members of staff were required to print off the email and manually store it on the client's file. Not only was this a highly inefficient model and one that was clearly at odds with the paperless vision but the sheer volume of emails received into the business made this a very time consuming process, which left DTE vulnerable to manual errors and inaccuracies.

As Richard says, "Everyone knew the emails were not being correctly filed but it was such a mammoth task, no one knew where to start. Implementing Invu Email Manager has been fundamental in improving the way we operate as a business: around 95% of our emails are now captured and automatically applied to the correct electronic client folder, making us far more efficient."

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