Case Study: Dunsford Financial Planning – Digital archiving to save space, meet compliance and increase profit.

Case Study Snapshot
Anthony Donnellan, Managing Partner and Senior Financial Planner, Dunsford Financial Planning.

Dunsford Financial Planning is the largest financial planning practice on Victoria’s Mornington Peninsula, with clients Australia wide.
Dunsford has been using Info-Organiser since 2004.

Why a paperless office?

I guess you can call us early adopters. Our business is always looking to be at the forefront of technology and we like to use the best experts to help us. Nine years ago our paper usage was ridiculous and storage was fast becoming an issue. So when we talked to an associate who was using Info-Organiser it made complete sense for us to implement electronic document management for filing compliance as well.

I guess you can call us early adopters. Our business is always looking to be at the forefront of technology and we like to use the best experts to help us. Nine years ago our paper usage was ridiculous and storage was fast becoming an issue. So when we talked to an associate who was using Info-Organiser it made complete sense for us to implement electronic document management for filing compliance as well.

“The program works for me every single time I need to use it…”

What was the first step?

We don’t do anything by half so we fully committed to electronic filing by having all our client files archived. Our 40 filing cabinets filled 250 archive boxes! The files were all scanned and indexed and put into storage, just in case, but we have never had to access them. The filing cabinets were moved out which gave our staff more space. Since then we have acquired other financial planning businesses and merged them with Dunsford, we’ve always followed the same system and had all those files scanned as well. Just imagine, we would have a whole floor of files by now otherwise!

Solving filing compliance needs

Financial Planning has necessary and stringent filing compliance documentation requirements and we must keep accurate records. Before going paperless, these particular pieces of paper would be spread chronologically throughout a client file. Now we can search for and retrieve them all in moments, ready for our annual audit. Now meeting our compliance obligations is incredibly easy.

“Now meeting our filing compliance obligations is incredibly easy.”

How did your staff react to the change?

Initially there was apprehension and some adjustment needed to get our heads around the new system of having files on the computer rather than physically on desks. That didn’t last long. What’s interesting is that new staff often tell me how much they like using Info-Organiser. Our customised filing structure provides a very quick understanding of how we run our business. We have set parameters with locked fields and other security measures and when new a staff member is being trained they discover very quickly how it all works and how hard it is to actually make a mistake.

Favourite Feature?

That would be the search tool. I don’t do any of the entry or filing, my staff take care of that. I just know the program works for me every single time I need to use it, even when I am working from home. Info-Organiser makes search 100 times faster. I can take a call from a client, search for their records while we are speaking and find the answer to their questions in seconds. I enjoy being able to deliver that level of customer service. It makes my day very satisfying and efficient.

“Info-Organiser makes search 100 times faster.”

Did you consider other solutions?

There is an industry specific software product used by many Financial Planning companies that we looked at. However we wanted to be able to control our own destiny with our data as it really is the core of our business. With the other software they have all the control and that made us nervous. Plus it looked like a good CRM and financial planning tool but not a good total filing compliance document management tool. We are completely happy with our decision to implement Info-Organiser.