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The Future of Records Management and Documentum

Documentum has been an industry-leading content management solution for many companies since the early 1990s. Its core capabilities include document management, content capture, archiving, business process automation, records management, and content publishing. Historically, most Documentum customers did not implement their certified records management software.

The main reason for this is because implementing Documentum certified records management can be a grueling and often very expensive process that causes substantial business interruption. Records management vendors like Gimmal saw an opportunity to alleviate this business pain by introducing federated records management connectors that can integrate with the Documentum solution.

Federating Documentum Records Management

Now, the big question is: how does federated records management work with Documentum? Essentially, companies are able to take our federated records management software and connect it to the content inside Documentum using connectors. This allows them to extend their records management policies to Documentum content and apply lifecycle rules without having to move the content to another location.

Now companies are able to unify records management both within and outside their Documentum solution without having to change their day-to-day operations. Lifecycle rules work behind the scenes, so the end user is none the wiser.

Why a Connector?

Companies are already starting to see numerous benefits by implementing this strategy, especially when it comes to cost savings. Federated records management software is generally cloud-based and has a much lower total cost of ownership (TCO). Not only are you saving money in managing Documentum, federated records management software is also able to connect to multiple content repositories, such as SharePoint, Box, file shares, and more. This allows companies to utilize one set of rules and policies to manage records and content across their entire organization instead of having to maintain parallel rule sets within multiple systems.

Another benefit is that, by applying these connectors to your content repositories (especially Documentum), you don’t have to make changes to your current system. Many of these platforms are managed by small teams of people with very specialized skill sets. With a federated approach that leverages connectors, you won’t have to worry about bringing on more resources or training your end users or system admins to use the records management software; it’ll simply happen behind the scenes.

How Does it Work?

But how exactly does a connector work? Our connector works by integrating Gimmal records management software to Documentum through a web services interface. It provides the ability to place any content in Documentum under policy control, regardless of the configuration of content. You can apply lifecycle rules that have a duration and have a specific action for disposition. More importantly, you can dispose of and delete a document while it remains in Documentum without having to transfer it to a central records archive like many other software vendors.

What Does the Future Hold?

With the OpenText acquisition of Documentum, many customers are uncertain about the future of their Documentum investment. According to a December 2017 Doculabs survey, only 15% of organizations plan to increase their investment in the platform over the next five years. But one thing is for certain: the content within Documentum must be compliant and managed efficiently to reduce risk and exposure. So whether you are looking to implement records management within Documentum or throughout your organization, federated records management software is quickly becoming the obvious solution.

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