In Profile: Stewart Wright, Your DMS

By Anita Jaynes on June 06, 2015

YourDMS is a Swindon based firm set up in 2007 by husband and wife team Beverly and Stewart Wright. The business offers bespoke document management systems and was set up with a passion for providing excellent customer service and support.

YourDMS is based at Pure offices in Kembrey Park and currently employs 10 staff. The company has gone from strength-to-strength since its inception. We interviewed Stewart to find out more about its success and his plans for the future

What made you come up with the idea of setting up YourDMS?

I’ve been involved in the document management industry since 2007, when I worked at Pentax. I was a founding member of their IT solutions department. They had a scanning device with early recognition software (OCR) and I worked for various manufacturers including, Easyfile, Peopledoc and Invu.

I knew the industry inside out and all of the different types of companies delivering solutions. Whilst some were very good, many had downfalls.

The main problem was a focus on product and not how it should be configured to work in the business. There were no bespoke elements, but a one-sized-fits-all solution. With this I saw the gap in the marketplace and the opportunity to really help provide cutting edge software, tailored to a company’s individual needs. This is when I decided to go-it-alone and set up YourDMS.

What are the capabilities of the software you provide?

-Workflow process for approving invoices

-Email management system (this can be used to check response times on enquiries and check companies are adhering to SLAs)

-Reducing internal communications by implementing an email management and document management system working together.

-You can set permissions for different departments ensuring information is only available to applicable personnel

-Creating an audit trail of document changes

What type of businesses do you work with?

We work with a whole host of industries including retail, financial, construction, manufacturing, education and the charity sector. Can we name check any of the ones you gave me? I could continue with this sentence:

Examples would be Pets Corner, Charlton FC, Fairways Dairy (the UK’s largest independent dairy), Bath Spa University, EOS Wealth Management and Muscular Dystrophy.

What are the most frequent issues you encounter with the way documents are managed?

The biggest errors we see are in the way organisational data is captured. Multiple copies of documents saved in different locations. This is a huge issue and unless something goes wrong and data is lost, you don’t think of it.

Our job is to make a business more organised so that they won’t spend hours filing or finding a document.

A great example of this is Pet Corner. They have doubled in size in the last five years without increasing admin staff because they’ve used a YourDMS solution.

How much does this type of document management solution cost?

We provide software systems from £1,500- £35/£40,000. It really depends on the needs of the client and the complexities of the database required.

We’re straight talking and after a consultation, one quote is one quote with no hidden costs.

What makes YourDMS different?

Not being afraid to challenge clients. We often hear the line “But we’ve always done it that way”. People don’t like being told their processes are wrong, but educating clients about the best system for them is the only way forward.

We treat all of our clients and prospects fairly, so that they’re buying software with benefits, not just a solution that is implemented, and not used properly therefore not delivering the best outcome to the business.

We’re in it for the long haul with our clients, ethically, bringing a fair all round solution. Relationships are important. We don’t get everything right, but we always make sure we put it right.

Change / business implementation is always hard, but we work with clients on their challenges. We provide simple contracts, not long and complicated, but short and transparent in what we do.

We also try and offer something compelling and more than the industry average. Outside normal tech support we offer, update and installation advice and training, annual visits to check the solution is working in the best way possible, and provide web seminars to cover best practice for using the solution.

One of the things that makes our offering unique is the new starter training we provide. This helps our clients ensure the best use of the system is maintained, rather than newcomers learning the software from internal training notes that could be misunderstood.

What’s new for YourDMS this year?

We are launching a new compliance solution called Comply-Trax to help businesses manage their compliance systems which is an exciting time for the company.

We’re also continuing to grow and have recently appointed a new marketing manager Sadie Newman, as we want to tell more people about what we do.

What would you say is your biggest success since starting-up?

Developing a great, loyal customer base and growing in a difficult recession. We have been able to employ good people and have done what we set out to, sticking to what we believe in. Delivering what we say we will to the client and priding ourselves on our honesty.

We always listen to our clients and ask “What don’t you like”, this helps us in our quest to keep improving and reaching our future goals.

To find out more about Your DMS visit: www.yourdms.net