DM Nov-Dec 2023

Dm CASE STUDY: EVELYN PARTNERS
The initial programme delivered to
around 1,200 colleagues across 11
business lines in 8 office locations. In
some cases these colleagues had worked
the same, inconsistent and traditional
way for decades which lead the project
team to not only focus on the
technology but also the culture and
processes.
The project philosophy that emerged
was "This isn't an IT project. This is a
Business Change Programme, which will
change the way we all work."
The initial aims of the programme were
defined as:
To store all client correspondence,
documents and data securely and
centrally for access by all colleagues.
To deliver efficient and digital first
ways of working to free up
colleagues' time allowing them to
work on further value adding tasks.
To reduce the embedded risk in the
business through automation and
consistent document practices.
To deliver a cloud based foundation
for future client digital enablement
and transformation.
To reduce the amount of paper being
printed and stored to enhance
business environmental targets and
reduce costs.
NEW WAYS OF WORKING
The technical aspect of the programme
delivered a cloud based platform that
enables new ways of working across
Evelyn Partners, based on technologies
from Hyland and Kofax. Firstly, Hyland
OnBase provides a configurable cloud
based content and document platform.
It manages the access to and
maintenance of documents along with
automating the secure retention and
destruction. OnBase gives a consistent
approach to all aspects of document
management through all business lines.
OnBase also allows in-depth
monitoring of the entire organisation's
document management though
management information and reporting
dashboards.
Meanwhile Kofax technologies support
AI-driven document and process
automation, including the extraction of
relevant data and information from
documents to reuse in other platforms
and processes.
Alongside the technology innovations
though, the programme focused on the
delivery of business change. Culture change
was core to the organisation's digital
transformation - a foundational piece.
The main focus was on 'digital first'
and the reduction in the need for
physical files and paper. Consistency was
also a key target: across the organisation
(no matter what team) general
document practices were made
consistent, so that each person in
individual teams would do their jobs in
the same way. Efficiency was the other
main focus of the cultural changes
addressed, with the aim of instilling a
'curiosity' to remove wasteful tasks and
give practitioners more responsibility.
A 'ONCE IN A DECADE
TRANSFORMATION'
The results of the programme have
been simply transformational for Evelyn
Partners and its staff: over 10 million
documents uploaded to date, and some
13 million A4 sheets saved from being
printed. 182,000 client emails have
been filed with no manual intervention,
and over 7,000 client emails have now
been generated automatically (saving
hundreds of resource hours). The
savings on ground rental for paper
archive storage alone is estimated at
around £850,000 a year.
In addition to the tangible savings
there are numerous business process
benefits as well: documents are now
fully secure with colleagues able to
access what they need through role
based access, while retention policies
ensure the company is adhering to all
rules and guidelines (e.g. GDPR).
The platform offers 99.9% availability,
an easy to use and intuitive User
Experience including document search.
Overall, the programme has changed
the way all Evelyn Partners colleagues
do their jobs for the better.
More info: www.hyland.com
34 November/December 2023 www.document-manager.com
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