Introducing OneDCTM
The introduction of Documentum CE 23.4 allows Documentum customers to convert their current Documentum license to a new licensing model: X1, X2 and X3. The latter two unlock the possibility of integrating InfoArchive with Documentum. Why can this be interesting for you as a customer?
Business Complete documents
Suppose you have been using Documentum for several years. Depending on your line of business, up to 90% or more of your documents are “Business Complete”: final, and not going to be changed any more.
Why keep all those documents in a full-blown content management solution such as Documentum?
With X2 and X3, Documentum comes with an off-the-shelf integration with InfoArchive. By migrating your Business Complete documents to InfoArchive, a considerable amount of Documentum resources is freed up. For example, performance when searching for documents can improve considerably. Documentum users also find their documents faster, because they only see documents that are not yet Business Complete.
Compliance with laws and regulations
If 90% or more of your documents are Business Complete, it is quite likely that no retention policy has been implemented, let alone a solution that keeps documents for the period they are required. That can have consequences that are not directly visible:
Documents kept too long
Documents are kept much longer than required.
Documents removed too early
Documents are removed manually, even though they needed to be kept, because no policy or solution safeguards them.
In other words, your organization might not be compliant with laws and regulations.
How InfoArchive solves this
Implementing InfoArchive solves this problem. InfoArchive applies the correct retention policy to your documents, so your employees do not have to worry about it. It also monitors when the retention policy of a document has expired, and then manages the disposal of those records in a controlled way.
Your documents are kept as long as the law and regulations require, and disposed of at the right moment, in a controlled manner.
Application retirement and active archiving
InfoArchive has two main use cases:
Application retirement
Many organizations have legacy applications that hold valuable data and documents. Rather than keeping these applications running, you can extract their data and documents and migrate them to InfoArchive. Once stored safely, the data stays easily accessible, and the legacy application can be decommissioned.
Active archiving
InfoArchive lets you migrate data and documents that have become Business Complete from your business application to InfoArchive, directly after they become business complete. Where application retirement is a one-time migration, active archiving is a method that archives on an ongoing basis. It mainly reduces the burden on existing business applications.
External users
Suppose there are not only internal users of Documentum, but also external users, such as customers, who want to search for their documents. Each customer needs their own account in Documentum, which comes with a license fee. With thousands of external users, this can become a considerable cost.
A license based on storage
In InfoArchive, the license fee is based on the number of terabytes stored, not on the number of users. So the number of external users has no effect on the license fee, and letting them work with InfoArchive instead of Documentum saves money.
The right documents
External users typically search for documents that were sent to or shared with them. Those are Business Complete documents, which are usually stored best in InfoArchive.
Performance at scale
InfoArchive is designed to search vast repositories with the performance users expect today. It can find a single document in a repository of tens of millions of documents in less than 2 seconds.
Want to know more?
Would you like to evaluate the move to OneDCTM or set up InfoArchive? Get in touch with AMEXIO to discuss what it would mean for your organization.