A startup , like any company, will always need to manage 3 fundamental things:
Without customers you won't succeed - and managing your customers (and for that matter staff, suppliers, partners etc.) is something best done as early as possible in your business lifecycle. There are far too many real leads languishing in piles of business cards picked up during those networking sessions which are not actively harvested.
Webrecs provides a fully-featured, customisable, integrated and secured CRM based on best-of-breed open-source technology for your business, adding real value out the box but with the capability to grow and morph as your company grows.
Documents are variously a necessary compliance evil, to vital recipes, to crucial marketing tools to a record of success. In truth, if you have no documents, you have no business. You absolutely need to manage ALL you content whether be it Word documents, Powerpoint slides, Web pages, Film clips etc. - and you need to consider the costs associated with losing them or not being able to find them. Today most businesses are moving to fully digital document storage.
Webrecs provides a Cloud Document Management System with all the capabilities you could wish for, with the power to grow into a custom Content Management Platform and with numerous integration capabilities (especially to the included CRM), and with a unique feature - you can create a Relocatable User Backup (RUB) at any time which insures your documents against something bad happening.
Your finances as a startup typically don't require much in the way of an accounting system, however you still need to submit tax returns and maintain compliance with the ATO. With the emergence of user-friendly Cloud accounting platforms like Xero, Saasu, MYOB it makes sense to get started early into a Cloud accounting system as an easy alternative to spreadsheets.
Webrecs provides deep integration and transparent login to accounting packages such as Xero and Class. The unique ability to process accounts-payable in Webrecs with the Xero chart of accounts and contacts eliminates double-keying and automatically links the document generating the invoice directly to the accounting entry.
Most practices and agencies rely on multiple third party inputs, whether contract or in-house developers, designers, project managers, auditors, suppliers and of course customers. Throughout the project/engagement lifecyle people collaborate to produce content and it is crucial that all parties have the appropriate level of access to perform their duties.
The typical scenario without Webrecs
- At project startup the project manager creates a new folder on the shared drive for the customer
- He emails the participants in the project attaching a project plan and introducing everyone. There is a flurry of activity where all participants exchange email addresses
- Someone suggests setting up a shared Dropbox account to share files too large to email. A Dropbox subscription is purchased and emails go around telling everyone of the Dropbox share, eventually everyone gets a login
- And collaboration begins … the directory structure builds up in an ad-hoc fashion and documents get added
- But there are a few missing pieces which need additional software - it’s a bit of a pain to manage users individually so groups would be nice, but you need Active Directory. So Exchange gets installed to provide groups functionality
- The project manager wants to keep a backup of his Dropbox shared folders so installs backup software to back it up to the shared drive (and more backup software to make backups of the agency shared drive )
- Then there is software to manage project issues, timesheets, calendar software, some wiki software and a blog to provide an overview of the project status for all participants. All of which require all stakeholders to have logins and install additional software
- Before long , every participant has at least 5 logins just to participate in a single project - and as the number of simultaneous projects increases, so does the difficulty of changing between them across multiple systems for both internal and external users
- As the project grows there is plenty of communication through email over items in various documents. Because these are not saved with the document there is no record of the discussions which leads to “who-said-what” issues
- As the project gets involved, so does the proliferation of folders. People find they can’t access some documents so are given permissions beyond what they should rather than moving the documents into appropriate folders. Before long someone edits a file they shouldn’t have and recrimination begins
- Documents become impossible to find since there is no classification nor advanced search. After a while no-one really trusts what is on the drive as being the latest version , so people begin to resort to sending files through email again
- Because there is no concept of document check-out no one really knows who else is editing the same document and quite often someone adds a new version which clobbers an existing version
- Finally the project comes to an end and the process of removing users from multiple systems, archiving the Dropbox folder structure (which is now many gigbytes) begins
- But it all get too hard and remnants of logins, folders and files remain in the “we’ll clean this up later” limbo land
Sound familiar ?
- At project startup the project manager creates a new Webrecs project site. He adds a Wiki, Blog, Issue list and Calendar and sets up the dashboard to include an Actitime timesheet system. He creates the document folder structure from the project template he has used for other similar projects. Then he adds the required participant groups and users to the site. All within the same interface and taking a total of 15 minutes
- Everyone gets notified of their participation in the project and those who do not have login get one automatically
- Every participant has a single Webrecs login and can access all project documents, discussions about documents, site activity, the blog, wiki and calendar
- Notifications mean that everyone can (optionally) be informed by email as to any site activity in a daily report
- Inbuilt groups and access control settings mean that managing access at a fine-grained level is easy. No system administrator is needed
- There is no need for backups because the system is backed up by Webrecs
- The project evolves and documents, issues, timesheets and discussions and emails are all tracked and saved. There is no overwriting of documents between users and all versions are tracked and fully retrievable. A full audit trail means that all document accesses (even reads) are tracked. Documents are added by drag and drop or email - every site has its own email address
- And finding documents is very easy , either through free-text (google-like) search or through document properties
- When the project is over, there is a 2 click process to archive it, and access can optionally be removed from the Webrecs system for on-off participants, or retained for future projects if required
Webrecs has saved time for the project manager both in project setup and cleanup, and time for each of the project participants in having a single , easy interface in which to collaborate using a single tool-set for all aspects of the project. And plenty of time and anguish is saved by having proper versioning and check-in/out controls avoiding participants treading on one-another's toes. And the agency has saved time and money by not having to purchase/install/configure third-party software to fill in the gaps in other file-sharing packages.
No. Webrecs provides highly customised and tailored plans that are "out of the box", so that you DO NOT NEED any special IT skills to configure and use your system. The interface is intuitive, user-friendly and familiar to all who have some experience using the Web. Our experience is that most users are completely at home with the product within a couple of hours. All the backend stuff is taken care of for you by virtue of the hosted nature of our solutions. You really don't need any IT skills in-house - the only requirement is an administrator responsible for creating and managing users.
Webrecs has designed our interfaces to be as intuitive as possible, so as to require the minimum amount of training. However, there are a large number of features available, so it is strongly recommended that (at least) administrators run through one or more of our hands-on tours which you can find on our Wiki . In addition, there are user guides for the document repository, CRM, and dashboards as well as a host of Administration and User FAQ's, How-To's and best practice documents. Within half a day, we normally find that administrators and users feel comfortable with the system. Depending on the subscription, Webrecs does provide online and on-site training included in the plan,and should you require personalised training, Webrecs can provide both online or on-site training.
No, the Webrecs solution is purely browser-based, which means that ANY laptop or PC which has a supported browser is immediately Webrecs-capable. From home, airport lounges, hotels, laptops, tablets and smartphones.However there are custom mobile applications for iPhone, Android and iPad which can be used and which need to be installed on the device if required.
Webrecs is not planning on going out of business any time soon :-) However, the question does need to be asked of and answered by ANY cloud service provider. Switching cloud service providers could be the last thing on your mind right now, but if and when the time comes it is best to have checked it out.
The answer is the Webrecs RUB facility (to see what a RUB is see the RUB entry on this page ) . Provided you have a recent RUB, you can have a fully featured working application with all of your data which you can continue to use or, if required, export to another application or file-system. AT YOUR PREMISES. So you are definitely NOT up the creek without a paddle - you have both canoe and paddle and can find another creek if you like ... an infinitely better position than is the case with ALL our competitors.
Yes. Provided there is negligible chance that the document can have been tampered with.
The Commonwealth Evidence act of 1995 states that a document can be used as evidence if it " (i)is or purports to be a copy of the document in question; and (ii) has been produced, or purports to have been produced, by a device that reproduces the contents of documents "
This interpretation of "document" means that a digital copy is adequate to represent the original PROVIDED the opposing party is unable to cast doubt on the reliability, integrity or security of the system used to create and store the electronic document.
Other documents which are to be considered (and which essentially say the same thing ) are :
Webrecs complies with these directives in a all respects. Your Webrecs subscription :
- Provides password-protected, granular access-control which can be applied to a folder tree or right down to individual document level
- Can provide an audit trail for every document to show who accessed it and when.
- Has full version control which allows you to access previous versions of documents if needed
- Is hosted in an ASIO T4 and ISO 27001 compliant Australian data centre
- Has all https traffic to and from the site encrypted with 128-bit encryption.
- Has CIFS traffic restricted (if applicable) to an OpenVPN tunnel through redirected ports
- Has no external ftp
- Has SSH screening for DoS attacks
There is a negligible chance that evidence would be able to be produced casting doubt on the reliability, integrity or security of the Webrecs system.
Webrecs not only provides automatic nightly backups, but uniquely allows YOU to keep a restorable version of your own backup as a relocatable user backup which we can store on Amazon S3 for you. And we also provide restore capabilities. Ask any of the other Cloud providers for a copy of your data from a week ago and you are likely to get blank stares ...
Webrecs provides 3 ways of ensuring that your data is backed up.
Webrecs backs up all subscriptions nightly and maintains a minimum of 4 weeks prior backups. Backup media are rotated every Monday and stored offsite. Restoration of backups can be done by contacting Webrecs support. There is no charge for restoring a backup for an online backup (that is, a backup for any date up to and including the previous Monday). The charge for restoring a backup for an offline backup (that is any backup prior to the previous Monday ie. the last Sunday and before ) is $80. Out of normal business hours or in an emergency this increases to $145.
It is possible to make a snapshot of any subscription at any time. This is often done at a customer request prior to a major system customisation , or by Webrecs prior to an upgrade. Contact Webrecs support to enable it.
Relocatable User Backups
Webrecs subscribers have the ability to order RUB's which are the ultimate insurance policy. See the entry "What is a RUB" on this page.
Webrecs has tested and supports the following browsers:
Google Chrome (recommended)
Microsoft Internet Explorer 10 and above
Webrecs uses state-of-the-art hosting facilities which implement redundancy measures such as:
- A/B Power feeds
- Multiple Redundant UPS Systems
- Multiple Redundant Backup Generator
- VESA fire monitoring and suppression
- 24x7 Manned NOC
- Dynamic BGP routing with Optus, Verizon and UUECOM for data redundancy
- Hot Standby Router Protocol (HSRP)
- Service Level agreement 99.99% Network Uptime
However it is in the area of redundancy where the value of virtualisation really comes in. Because every virtual machine is backed up in its entirety it is really quick and easy to redeploy the entire application plus data on completely different hardware within the space of a couple of hours.
So it is not necessary to keep standby applications - only standby servers. And Webrecs maintains spare server capacity of around 20%.
In the event of total and complete destruction of the hosting facility it is a question of a couple of hours to retrieve the backup tapes from their secure off-site storage location and redeploy new virtualisation servers at another hosting facility. We estimate that in this worst case we could have you back up and running within 2 days.
Webrecs has pioneered the use of the "Relocatable User Backup" or RUB. We believe that this is the ONLY way in which you can feel truly secure in a Cloud environment. A RUB is a special backup of your entire system , both data and application, including customisations,all metadata, any third-party applications and any workflows. The special nature of this backup allows you to run your Webrecs system on a local PC provided you have installed Xen server which is an open source version of the same virtualisation platform used by Amazon. Or you can move it to another Xen hosting provider - either way you are not bound to Webrecs or proprietory software - you are completely free to move or migrate. We normally copy the backup to Amazon S3 which replicates to Glacier and you have full access to your RUB over the Web. Bear in mind that because they can get quite large, and because of the nature of Glacier , it can take some time to download - around a day.
This is all made possible by the fact that your subscription is hosted in a lightweight, virtual container which can be backed up and restored in its entirety.
You order a RUB through your subscription Control Panel. Risk-averse customers order a RUB monthly - for many customers 3 monthly is enough. Remember, your RUB is your insurance policy - it is over and above normal backups which we do as a matter of course.
The sky is the limit. Remember it is your own version of software. In addition to everything which you can do with the versions of Alfresco and Sugar running in your container, you have the ability to run other software in your container, the possiblity of creating custom web-scripts or Alfresco modules and even the capability to run custom Java classes. Some customers have purpose built web-applications running. Webrecs is capable of providing highly skilled, experienced resources to either perform your customisations for you, or train your own internal staff (technical / programmer types). Here are just a few examples of customisations that Webrecs has successfully performed in the past :
- Complete SMSF platform including custom dashboards, integration with OpenLDAP, Class and bespoke practice management system, Ephesoft scanning solution, eFlow scanning solution, Appian workflow, Alfresco workflow
- Complete Mentoring platform including highly customised dashboards
- Outsourcing data-keying platform for bookeepers
- Full synchronisation of all entities between Class accounting and Sugar / Alfresco
Yes. These have been developed by third parties to access any Alfresco repository and do a fine job of finding, accessing, uploading and viewing documents from your Webrecs subscription. Check out our Wiki for details on downloading / installing. Also bear in mind that for advanced functionality not found in the native mobile device applications, tablet browsers are pretty usable too.
Did you know?
Research from the Delphi Group found that
- 90% of typical office tasks revolve around paper gathering and distribution
- 15% of all paper handled is lost
- 30% of knowledge workers’ time is spent trying to find lost documents