Organising your team has never been this easy
As a business manager, you will appreciate how important it is for your team to have accurate and up to date information whether they are in the office or on the road. As a professional you will know the importance of protecting your IP, and keeping confidential information from prying eyes.
Stellar Library is a simple tool that allows you to control the flow of sensitive information between small groups, clients, or your entire team, with all files synchronised to keep everyone on the same page.
Welcome to the information age.
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
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
Auckland, New Zealand – FMCG distributor Wilson once used couriers to deliver sales and marketing information to its 20 territory managers. The weekly chore took time and cost thousands of dollars. Knowing that territory managers are seldom, if ever, without their iPads, Wilson figured there was a smarter way to distribute and manage sensitive information. They were right.
“With Stellar Library, no one loses or misfiles information, as it’s in their personal library on their iPad. Everything is controlled by a central librarian in the office, and we can see who has accessed which documents, when.”
-- John Hall | Finance Administration Manager | www.wilson.co.nz
Rethinking document management
Wilson isn’t a household name, but the brands they represent in supermarkets and other specialist channels are on the lips of household shoppers everywhere – names like Guylian, Diamond, SPAM, DYC, to name a handful.
Wilson’s 20 territory managers cover a lot of ground to keep the brands they represent on shop shelves, and their retail and wholesale customers up-to-date with product and marketing information. Their jobs were made tougher by the sheer weight of paper they were required to keep handy. Each week territory managers received a courier package of information. Someone at Wilson’s head office had to produce, bundle and despatch individual dossiers. It took time and cost thousands of dollars.
There had to be a better way.
Wilson’s Stellar Library transformation
Digitising paper processes is nothing new – and it was a step Wilson’s was ready to make. But then the challenge was finding a system designed for iPads that would securely manage file and document distribution.
Wilson’s got down to work with Stellar Library. Now, its territory managers access documents they need from a virtual bookcase on their iPads. Paper is history, and document delivery is instant.
More than that, Wilson retains total control of its information. Document owners – in Wilson’s case, business analysts – function as librarians, who upload files to a browser-based document library and determine which documents appear on a territory manager’s virtual iPad bookcase. Territory managers can open and view files, without being able to share or download them for transfer (unless they’ve been granted access to do so). At any time, Wilson’s business analysts can update and withdraw files and documents on nominated iPads.
Speed and consistency
Wilson finance and administration manager John Hall loves the speed and consistency that Stellar Library has brought to Wilson’s document management.
“The great thing about Stellar Library is consistency,” he says. “Everyone gets the same information at the same time, and everyone is working from the right file version.”
He also likes Stellar Library’s closed system, because nothing gets lost. “No one can lose information, because it’s in their personal library, which is controlled by the central librarian in the office. No one can offer excuses, like the courier failed to arrive,” says Hall.
Hall says he dabbled with cloud-based document storage and syncing services. But there were two factors that turned him off. He couldn’t police how far files and documents travelled. And the process of publishing and sharing documents wasn’t user-friendly.
“Control is important,” he says. “Stellar Library’s librarian features allow us to lock down our information. No one can walk away with information, because we have total control over a user’s ability to download, print and email individual files.”
Hall describes his dalliance with cloud storage services as “cumbersome”. “Publishing and sharing documents was difficult – it just wasn’t user-friendly,” he says. “Stellar Library makes the job so easy. We’re able to instantly publish directly to personal libraries.”
And the cost ($10 per iPad)? “Stellar Library is extremely cost-effective – look at how much we’ve saved in courier tickets alone,” says Hall.
Stellar Library transforms document management at FMCG distributor