Why Should Companies Consolidate Their ECM Landscape?

Sep 10, 2018 | by Florian Piaszyk-Hensen

Blogpost | Header | Why Should Companies Consolidate Their ECM Landscape?

 

Data, Technology and Repository Expansion

The data we create is doubling every 12 months. This fact also has an enormous impact on the ECM landscape of our customers. 38% of the largest companies are dealing with more than 5 different ECM platforms and about 50% have more than three platforms in place.
But not just the data is responsible for this uncontrolled growth of the ECM platforms. Another reason is the amount of mergers & acquisitions e.g. in the life sciences industries. After an acquisition, customers often find themselves in a situation where they own platforms that don’t fit to the current ECM landscape.

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This situation leads to a cost explosion in the IT departments. According to Gartner, companies spent about 70% of their IT budget on maintenance today. With the mass of data we are creating every day and the uncontrolled growth of ECM systems within the organizations, the IT costs reach a new dimension with serious consequences. The digital transformation and disruption forces companies to invest in innovations to create competitive businesses. This cost pressure prevents IT departments from investing in important key technologies and delivering innovative solutions for the company.

Original Situation

Due to several mergers & acquisitions in the last 5 years at one of our customers in the life sciences industry, employees worked with around six different ECM platforms in parallel. During this period, the maintenance costs increased dramatically and the IT budget was mainly spent on operations and maintenance. Therefore, the IT department wasn’t able to invest in innovations and new technologies like cloud, artificial intelligence etc.. In addition, user acceptance was very low as applications and repositories were not connected and the frustration of users also lead to a high compliance risk.
After the first analysis phase, the customer also found that about 60-80% of the data stored in operational applications was inactive and not needed for ongoing business operations.

How we reduced the costs?

We reduced the costs with the help of our migration product called “migration-center” and the corresponding professional services for complex migration or consolidation scenarios. This element of our portfolio allows customers to consolidate their ECM landscape very effectively. You are able to save 60% in costs and 80% in project duration by using our migration-center and our experienced professionals as compared to the existing offerings on the market.

About migration-center

migration-center is a content migration platform, which carries out highly automated, large volume migrations without system downtime. It is a 100 % out-of-the-box software, supports more than 140 source and target platform combinations without additional programming or scripting effort.
The product, which is on the market since 2005, has been certified by leading ECM platform vendors and has proven its quality in thousands of migration projects at more than 450 customers around the world. In the life sciences industry, our product has established itself as a leading and trusted migration solution for highly regulated environments.

Migration & Archive Services @ fme

 

Even the best tool requires someone to design the target ECM application and define the rules for metadata extraction and transformation though. We have more than 17 years of project experience in the field of migrating applications, content and data. Our experts develop best practice methods and tools to minimize reoccurring project costs.
Depending on the specific use case, a migration can turn into a highly complex project. Besides the technical aspects that have to be taken into consideration, the project management and communication within the enterprise can turn out to be a challenge as well, as multiple departments are affected and need to be coordinated. All of these success factors are the focus of our Migration Services team.

Todays Situation

Now, back to our customer from the life sciences industry. With the help of our product and services, we reduced the amount of systems to just three main platforms; OpenText Documentum, OpenText InfoArchive and OpenText Content Server. Besides the migration of the content, we were also able reduce the volume of data by separating the inactive but valuable content from the active content, which is still needed for the operational applications.

After this consolidation project, the employees are now working with just three or less systems in parallel depending on the business field. On the Documentum platform, the customer implemented all vertical business applications such as clinical, quality, regulatory etc. For all the inactive but valuable information, the customer decided to introduce InfoArchive as a historical enterprise archive. For all other information, Content Server is used as a general enterprise document management system.

With this strategy, the customer was able to:

  • Reduce the complexity of the ECM landscape
  • Free locked budget for innovation or future investments
  • Reduce the compliance risk (e.g. GDPR, FDA 21 CFR Part 11 etc.)
  • Clean-up the information basis
  • Optimize the application performance
  • Increase the user acceptance
  • Introduce a standard archive and retention strategy

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With this modernized and consolidated ECM landscape, our customer is now able to invest in new technologies and therefore, a new initiative to save additional cost is on the horizon. Within the next two years, the customer plans to move the whole ECM infrastructure to the cloud and the first-time consolidation project was the bridge to this important next step.

The fme migration-center validation package can be ordered separately or as an integrative part of fme’s Migration Factory solution.

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