What customers say...
The New Zealand Artificial Limb Service (NZALS) is the national provider of prosthetic limbs services to New Zealand amputees. The organisation's board members come from a wide range of backgrounds and include medical professionals, business practitioners, community workers and, of course, amputees. Presenting hundreds of pages of information to the board members located around the country, was an increasing burden for NZALS. The organisation needed provide the information in a format that was easy to access and review. With the ability to integrate Sticky Notes and voice recognition into its functionality, Stellar Library now places all the board information on a platform which allows secure distribution, ease of management and access before, during and after meetings.
“The delivery of board papers has always been an issue for us, as it is for most organisations,” Gaye Forster, NZ ALS Manager Finance and Corporate says. “Additionally, we have members of the amputee community on the board so accessibility is also an issue.”
She says the organisation had tried the usual different methods of distributing board papers.
“We used to use post, then in an effort to speed things up we began using couriers before moving to email,” she says. “Apart from security issues, email also meant that someone had to print the papers out, with the associated additional time and cost that entailed.”
Gaye says this was no small matter when it came to dealing with hundreds of pages of documents.
“I was introduced to Stellar Library by another Crown organisation and after we trialled it on an iPad, the benefits were immediately obvious,” she says.
“Board members can edit and make notations on documents, and of course they have these with them during meetings in an easily searchable form. The iPad platform provides a range of accessibility tools for those that need them.”
She says the new technology will improve governance of the organisation through better management and distribution of information.
Security is another feature of Stellar Library.
“With individualised security, we can confidently send documents outside the organisation, provide updates when needed and can check receipt of documents when required,” Gaye says.
NZALS is purchasing iPads to use Stellar Library. Competition among telephone companies has lowered data charges and the fact that some board members already had iPads has helped manage the total cost of implementation.
Keeping board members up to date helps good governance
Tauranga, New Zealand – Councils are going digital. But getting paperwork to councillors in provincial New Zealand has, for most part, remained analogue – rural post. Stellar Library is revolutionising the way councils share and distribute information. Councillors at Western Bay of Plenty District Council rely on Stellar Library for secure, cloud-based document sharing and synchronisation. All the files and documents they need to take care of business are automatically stacked on a virtual bookcase on their iPads. Another small dent in rural post; a giant victory for Council’s document management.
“Stellar Library is the simplest and easiest way to give councillors all the documents and files they need. They use it and they love it. It’s the way forward for our council.”
-- Barbara Whitton | Group Manager Customer Services | www.westernbay.govt.nz
In the age of digital, paper is ‘broken’
Western Bay of Plenty District Council group manager customer services Barbara Whitton juggles a host of responsibilities, including a democracy function that supports the council’s mayor and elected members – around 20 individuals.
There’s a lot going on, much of it involving time-sensitive documentation – plans, meeting agendas, minutes and the like – that must be delivered to elected members by deadlines enshrined in law.
Whitton’s team was often hunched over photocopiers, creating document bundles for quick despatch to councillors who live in all corners of the largely rural district. It was a cumbersome process, which simply didn’t add up for an organisation focused on continuous improvement through cost efficient processes. “There had to be a better way,” said Whitton. “The council has committed to digital processes and centralised documentation that can be shared anywhere, anytime. Simplicity is key. And that’s why we chose Stellar Library.”
Managing documents on iPads
Whitton said she loves Stellar Library’s instant “push-button” publishing, which stacks the shelves of councillors’ virtual bookcases on their iPads. The system is also highly secure, auditable, and satisfies local government best practices.
One of her democracy team members works as the system librarian and uploads files to a browser-based document library, where tick-box options determine which documents appear on each councillor’s virtual bookcase.
Councillors can open and view documents – and even add annotations – without having to send or transfer individual files.
Locking down cloud freedoms
Observing the popularity of cloud ‘box’ document storage services, Whitton said the council would never go there, because file sharing couldn’t be policed.
“Council business is discoverable under the Local Government Official Information and Management Act,” said Whitton. “But occasionally we deal with sensitive items that are part of bigger decisions. So Stellar Library’s security features are important to us.”
Bridging the tyranny of distance
The central beauty of a cloud-based system like Stellar Library is that it democratises information access. The need to remain physically connected to storage systems and IT networks is history, because the internet connects people and information, wherever they happen to be. However, in largely rural areas, like the Western Bay of Plenty, continuous internet connectivity is no sure bet. But that doesn’t have to be a showstopper. Once councillors have downloaded files to their virtual bookcase they’re instantly accessible, with or without an internet connection. And when the document librarian updates a document or withdraws a file from a councillor’s virtual bookcase, everything is automatically updated in the background the moment an internet connection is re-established. Council’s WiFi network does the job beautifully each time councillors turn up for meetings.
Dollars and sense
Whitton said savings in paper and delivery costs, alone, amounted to thousands of dollars. And at $10 per month, per iPad, Stellar Library was great value, said Whitton.
“Stellar Library is the simplest and easiest way to give councillors all the documents and files they need. They use it and they trust it. It’s the way forward for our council.”
Stellar Library ticks digital box for Western BOP District Council document distribution
Woods Creative is a dynamic agency based in Tauranga with clients throughout New Zealand. The nature of agency work means Woods' people are on the move all the time and there is constant pressure to deliver on deadline. Staff at Woods need the right information immediately to hand, they need to collaborate on material and they need to securely distribute that material amongst themselves and to clients. Stellar Library has become and important client service tool for the company.
"Stellar Library has immediately allowed us to be more mobile," Creative Director Reuben Woods says. "I'm now able to review and annotate work, provide feedback and share documents no matter where I am. I was already an iPad user and Stellar Library has filled in what was previously a gap in my 'toolbox'."
Reuben says Stellar Library also helps him keep up with his administrative tasks for his busy company.
"I use Stellar Library to keep all of my monthly reporting documents together in one place," he says. "More importantly, I'm no longer tied to my server in the office and am fully mobile when it comes to managing my reports."
Stellar Library has also helped Woods Creative with client presentations.
"We are able to present and/or pitch to clients while protecting our IP. While it is very easy to share documents with clients, Stellar Library allows us to restrict copying distribution of presentations and we can easily remove documents afterwards to protect our creative and design ideas," Reuben says.
"Besides relieving us of the chore and expense of printing out our presentations, we no longer have to leave digital or physical copies of our work. In fact, one of the great things about Stellar Library has been a reduction in the amount of paper we use.”
Rueben says Stellar Library has also made the preparation for presentations much easier.
"We just load a file onto Stellar and we’re ready to go. Clients also love the fact that we can store their latest documents all in one place for them," he says.
"Gone are the days when we have to spend time discussing designs, only to realise our clients are looking at a different version of the file."
Stellar Library creates value for dynamic agency
Pharmabroker NZ specialises in marketing, sales and distribution within the pharmacy channel in New Zealand. As a result of the success in promoting a range of leading brands across New Zealand the sales team has to manage increasingly large amounts product information. As Pharmabroker grew, so did the size of the product folders and deal books the reps carry with them. Enter Stellar Library – all the information instantly available on iPad, with the added bonus of multimedia presentations on the go.
“Having the right information at our finger tips is a key element to the success of our company,” Marketing Manager Warren Smith says. “The amount of paper the sales reps needed to have with them meant they were becoming lopsided carrying it all around.”
He says Stellar Library gives Pharmabroker’s reps the sales information they need instantly, is easy to update and is secured by encryption during transmission and on the iPad in the field.
“An added advantage is that Stellar Library was a ‘piece of cake’ to roll out for our six sales reps. The system is essentially ‘plug and play’. We know that our reps always have current product information to hand and we’ve significantly reduced our courier use,” Warren says.
The ease of implementation was an important advantage of Stellar Library.
Warren says the company assessed a range of document management and sales management systems as the paper load grew.
“Apart from the cost advantage of Stellar Library, we also faced complex installation and training issues to achieve the outcome we were looking for – easy secure distribution and management of the information our reps needed in the field,” he says.
Warren says the sales reps have their iPad on hand all the time and Stellar Library is now an integral part of their activity.
“We’re able to provide our reps with a lot more information which is easier to manage and present. Our visual material looks great on the iPad and of course we can now use multimedia presentations at any time.”
Lifting the paper burden off sales reps