Cost savings and efficiency gains, thanks to Workiro

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RWC Corporate Benefits Ltd was formed in 2012 to give specialist advice to corporate bodies and pension scheme trustees. Harnessing over 30 years of experience in financial services, Director Rob Creswell provides workplace pension arrangements, group risk arrangements, and trustee work. Driven by a desire to digitise the business, and a need to comply with statutory requirements, Rob opted to use Virtual Cabinet for document storage - and has recently moved all files over to Workiro, a cloud-based alternative.

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The move to a paperless office

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"We deal with employees from when they join the pension scheme to when they retire, providing individual advice throughout," Rob explained. “For both efficiency and compliance reasons, we needed to move from a paper-heavy office to a paperless one. Virtual Cabinet offered us everything that we needed in terms of document management, storing documents in accordance with statutory requirements, and making them easy to search." 

While Virtual Cabinet served the business well in terms of functionality, hardware and server issues led Rob and the RWC team to consider a cloud-based solution.

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Cloud-based document management that enhances efficiency

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Rob explains, “Hardware issues drove the decision, but we also wanted the additional security of a cloud-based system. It was critical that we could keep our information secure and that nothing was lost. Workiro offered the all singing, all dancing, version of what we already had, at the right price, and through a company we were happy working with.” 

Initially launched as a cloud-based add-on to Virtual Cabinet, Workiro has evolved into a full document and workflow management system, in the cloud. As well as unlimited cloud storage and search functionality for documents, Workiro offers e-signatures, cloud editing for office documents, a hub for project communication and activity, and task management tools such as email management and instant messaging. It also integrates with Outlook, Microsoft Word, Excel, and PowerPoint, so users can send information directly to Workiro.

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From Virtual Cabinet to Workiro - the migration process

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Once the decision had been made to migrate from Virtual Cabinet into the cloud, the Workiro team stepped in and assumed full control of the process. For Rob, the “smooth and timely completion of the migration process” was a highlight, with everything handed swiftly and efficiently. 

“As well as the non-negotiable of achieving reliable, cloud-based document management, it was very important to us that the transition process was smooth and efficient. The assistance we received was ten out of ten, we didn’t need to be involved at all really.” Rob explains.

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Time and cost savings

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Migrating from a server based solution to the cloud allowed RWC Corporate Benefits to reduce IT costs by moving away from outdated infrastructure, such as aging servers and unreliable firewalls. However, it also came with a host of future opportunities - driven by current functionality and the ongoing Workiro product development pipeline. 

“The most significant improvement has been getting rid of hardware, resulting in time and cost savings” Rob explains. “We currently only really use the document management tools - similar to those found in Virtual Cabinet. However, we know there’s a lot more functionality in Workiro which we currently use other software to fulfil. There’s a real opportunity to combine these and switch them over to Workiro in the future, which could result in even easier workflows and more cost-savings. There’s no doubt that using Workiro is far easier and quicker than paper. The searching potential is exactly what we need.”

Rob concluded, “The cost differential between Virtual Cabinet and Workiro made it an easy decision. The fact that we get more functionality and more reliable access, without having to invest in server space, makes Workiro a great solution for our business.”