Global Eye Care Company – How Implementing Alfresco Provided a Unified Archive Record Retention Solution

Challenge

The existing OpenText Documentum application was implemented many years back and proved to be difficult and costly to upgrade. There were approximately twelve repositories and 35 million documents across the repositories. Due to a spin-off, our client had to remove themselves from the corporate systems rather quickly and search for a new solution for records management and archiving to address the disparate systems and provide an ease of use to the end user community. After considering several vendors, the Alfresco Records Management platform on AWS was chosen.

Project Goals

The fme Life Sciences team collaborated with our client on the implementation and migration activities to successfully design and implement the new Records Management application and to move the data from the legacy Documentum solution to the new Alfresco platform. One of the goals determined for the project was the need to have all documents and records consolidated in one system within a one-year time span. Additionally, to the core application functionality, there was also a scanning requirement to bring any paper documents into the solution. Captiva had been used alongside with the OpenText platform before, now Ephesoft was chosen as the scanning solution as it is well integrated with the Alfresco suite of products. The large amount of existing scan processes had to reimplemented and configured within the new platform.

Solution

With a goal of completing the implementation of the solution and scan processes and the migration of all documents within one year, the fme Life Sciences team worked diligently with the client to agree on the approach. The implementation of Alfresco Records Manager was completed according to the client’s requirements and in the expected timeframe. fme migration-center was used for the migration of the different siloed systems to bring them all into the one unified Archive Record Retention solution. This included a large amount of different object types that had to be mapped and tested and approximately 35 million documents across twelve repositories needed to be migrated. A sample verification approach was used to make sure that the mapping was applied properly during the migration process. Appropriate retention for the documents was identified and was applied. Additionally, with the use of Ephesoft, the existing scan processes were converted by fme allowing the business to continue their daily processing of the received paper documentation.

fme successfully completed the project within the tight one-year timeline and the client was able to successfully spin-off systems on time and within budget.

Technology

• Alfresco Records Management
• Alfresco Viewer
• Ephesoft Intelligent Document Processing
• fme migration-center 3.13