The paperless office has been something of a dream. But, as firms get bigger and have to give widely dispersed employees access to files, the dream is increasingly becoming reality.
The paperless office has been something of a dream.
But, as firms get bigger and have to give widely dispersed employees access to files, the dream is increasingly becoming reality.
One example is national accounting firm RSM Bird Cameron which found such a solution with Perth-based IT company and IBM business partner Resource Systems and Services Pty Ltd .
Based on IBM Lotus Quickplace, Resource Systems and Services has enabled RSM Bird Cameron staff to access client data via the web and from devices such as Blackberry.
Resource Systems and Services sales and marketing manager Kevin Lewis said Quickplace was a powerful tool to project shared documents.
“The 700 odd RSM Bird Cameron staff can now have access to client’s files there and then,” Mr Lewis said.
Mr Lewis said Quickplace supported collaboration among a group of people who were working at different times and in different locations. “Staff can take files offline and synchronise them back in with changes made to documents tracked easily,” he said.
Mr Lewis said Quickplace was safeguarded by the password protected Lotus security. RSM Bird Cameron executive director John Heggie said clients saw an immediate improvement in the quality and value of the documentation.
“We are able to improve delivery times and now have more transparent and collaborative customer relationships,” Mr Heggie said.
“Staff are able to access clients information quicker and more efficiently.”
Mr Heggie said the firm would realise a positive return on the project investment within 12 months. “We have better informed accountants providing a higher level of customer service, which is our overall aim,” he said.
Mr Heggie said a new Quickplace site on the server must be created when a new client was registered, which meant additional work in the short term. Quickplace was integrated by Resource Systems and Services with RSM Bird Cameron’s existing IBM Lotus Notes infrastructure which, the accounting firm believes, would create a paperless office environment.
RSM Bird Cameron national IT manager Paul Joseph said the benefits of Quickplace included less storage requirements.
“We are able to leverage off our multi-function devices so we can scan documents and store them electronically,” he said. “It ties in nicely with the infrastructure available.”
Mr Joseph said Quickplace was about three to six months from complete roll out. Resource Systems and Services and has been working with RSM Bird Cameron for five years.
The company claims it is the leading WA Lotus Business Partner and currently has a portfolio of about 100 clients and has provided intranet services to the likes of Wesfarmers Federation Insurance, Clough Engineering, Atlas Copco and the National Native Title Tribunal.
Resource Systems and Services has also been involved in providing the Fremantle Port Authority with shipping operations and Kailis with a web based application to manage the harvests of Broome pearls.
Another Resource Systems client was the Central Metropolitan College of TAFE which received helpdesk services, including IT support for staff.
