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Efficient document management is crucial for organisations aiming to reduce IT infrastructure costs, improve compliance, and streamline information retrieval processes. For businesses utilising Documentum, transitioning to modern archiving solutions can unlock significant benefits.
What is Documentum Management System
Documentum is an enterprise content management (ECM) system developed by OpenText. It provides organisations with robust tools for creating, managing, and securely storing documents and other content. The Documentum management system offers features like document versioning, metadata tagging, workflow automation, and access controls. It streamlines document-centric processes, improves collaboration among users, and ensures regulatory compliance through retention policies and audit trails. Overall, Documentum is designed to enhance efficiency in document management within large-scale enterprises.
Archiving Documentum Data To Optimize Performance
Archiving your Documentum data is beneficial for two main reasons. First, it optimises the performance of your software by minimising data and increasing search and storage performance. Secondly, you’ll be able to ensure long-term preservation of documents as many legal documents require a certified or qualified electronic archive according to the eIDAS regulation.
With modern technology you are able to connect both Documentum and your archiving system so that your documents can be consulted anytime needed.
Documentum Migration
Another way to assure full compliance is a complete Documentum migration, this refers to the process of transferring content, data, and configurations from a legacy Documentum environment to a new and different platform or system. Organisations may migrate from Documentum to modern solutions for various reasons, including cost optimisation, improved performance, enhanced features, and compliance with evolving regulatory requirements.
Migration involves careful planning, data mapping, validation, and testing to ensure a seamless transition while preserving data integrity and accessibility. Successful Documentum migration enables organisations to leverage advanced technologies and functionalities offered by newer systems.
One of the primary advantages of migrating from Documentum to a modern archiving solution is to modernise and comply with the new regulations regarding digital data. A nice extra is the potential reduction in IT infrastructure costs, as legacy systems like Documentum often require substantial investments in licensing and maintenance. By offloading Documentum objects to a more efficient archiving platform, organizations can optimize server usage and reduce licensing expenses, contributing to long-term cost savings.
Improving Compliance and Long-Term Preservation
Compliance with regulatory standards such as ISO 16363 and ISO 14641:2018 is paramount for organizations managing sensitive data. Modern archiving solutions offer advanced retention policy management, ensuring that the right policies are applied to stored information. Only recently the new eIDAS 2.0 has been put into place, determining all the requirements for long-term preservation of sensitive data. Safeguarding critical data for future reference and compliance audits now have to be stored in a Qualified Electronic Archive to ensure the validity of the documents and data.
Seamless Documentum Migration
Migrating Documentum content to a modern archiving solution doesn’t just entail data transfer; it’s about preserving the integrity of the entire information ecosystem. From cabinets to metadata, versions, and relations, a comprehensive migration ensures that users seamlessly transition to the new environment without compromising data accessibility or functionality.
By centralizing document management processes, modern archiving solutions simplify workflows and enable cross-department collaboration. Tasks like document capture, indexing, and retrieval are automated, freeing up valuable resources and improving overall operational efficiency.
Conclusion
Incorporating a modern archiving solution into your Documentum environment can revolutionize how your organization manages information. The benefits of such a transition are substantial, from reducing costs and improving compliance to enhancing search capabilities and streamlining workflows. Embracing technological advancements in document management is not just about efficiency—it’s about future-proofing your information infrastructure.
