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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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How to Manage Your Sprawling Content

Sprawling content, the spread of content across multiple repositories, has been a thorn in the side of records managers since the dawn of document management. Consolidation of repositories, which began in the early 2000s, at first looked to be the solution. However, it ended up highlighting the problems of content sprawl due to the high costs of consolidation as well as need for records managers to manage multiple file plans. Federated records management offers a solution to these problems but doesn’t offer the same locked-down approach with regards to regulation that consolidation can. Consolidation of repositories and federated records management both have pros and cons and, depending on your organization’s content management processes and repositories, one can be more beneficial than the other in the long term.

What's the Point of Federated Records Management?

Storing vital information across various repositories can get complicated and daunting, a burden that is all too often placed upon the end-users. As your organization has grown, odds are the number of places or repositories to store your content has grown proportionally, if not at a greater rate. If you’re having trouble managing all your content in various repositories, implementing a federated management system can help. No longer would it be necessary to go through multiple complicated processes to locate, dispose of, or otherwise manage documents and records. Letting a federated records management system simplify your content allows for your organization to be more efficient.

We're headed to Vegas for SharePoint Conference 2019!

We're excited for this year's SharePoint Conference, which will be held next week in Las Vegas, Nevada. We'll be at booth #308 helping IT professionals understand how all the unique components of an information management strategy should fit together. Come by and create your ideal Lego information manager at our booth!