Summary
In order to bring corporate document management and compliance under control, mobile telecommunications operator BASE works with us to introduce a document management platform to all its departments and shops in Belgium.
Case
Based on an audit, BASE concluded that it needed procedures and tools to effectively manage the thousands of documents generated or received by individual employees/customers/contractors or third party organisations as part of its core activities. They decided to introduce a document management platform to all its departments and shops in Belgium.
Solution
We proposed to implement Documentum as document management platform, because it met such key requirements as open architecture, integration with SAP, and sophisticated security model.
The project started with a business analysis of current document management practices and new requirements with key representatives of BASE departments. After interviewing users, we iteratively refined a functional specification with them, from which we derived a global functional specification. The specification served as blueprint for the technical specification, development project plan, hardware and software sizing and overall budget estimate.
After executive approval, we implemented Documentum in vertical iterarions per department in order to allow the organization to see results fast and familiarize users with the new tools during the project.
Because the implementation spans the entire organization, the project ranges from simple document classification to complex workflows for the creation, review and approval of contracts at the legal department.
The project included the bulk migration of documents from various file systems to Documentum. To support this operation, we developed an automated parsing and import mechanism, that parses folder and file names, detects double documents and imports and classifies them in Documentum.
To support the incoming invoice processing at Accounting, we integrated Documentum with SAP FI using the Documentum SAP connector and SAP ArchiveLink. The link allows accountants to consult scanned invoices in Documentum from within SAP so they do not need to leave their chief application.
About
BASE is a mobile operator in Belgium. It is a 100% subsidiary of the Netherlands' Koninklijke KPN, one of the largest telecom operators on the European market, and has its headquarters in Brussels, with over 700 employees.
Partner:EMC documentum
