Upgrade and Implementation of OpenText Documentum for Public Sector Heritage and Museum Authority, Singapore
Hours Saved Monthly with Automated Scheduling
Overview
To modernize the customer’s eRegistry System, enabling efficient management and deployment of diverse content types, including multimedia, documents, and rich media. The project aimed to enhance scalability, ensure robust security, streamline approval workflows, and enable digitization and archival processes for long-term operational efficiency.
Challenges
- Outdated Infrastructure:
- The existing content management system needed an upgrade to support modern features and scalability.
- Lack of robust disaster recovery mechanisms increased risks of data loss.
- Complex Document Handling:
- Managing hierarchical file structures and sensitive information required enhanced classification and security protocols.
- Approval Workflow Inefficiencies:
- Manual processes for procurement and document approvals led to delays and increased overhead.
- Integration and Authentication Needs:
- The absence of Single Sign-On (SSO) authentication complicated user access and management.
- Comprehensive Reporting Requirements:
- Generating actionable insights from content and workflows required advanced reporting capabilities.
Implemented Solution: Modernization with OpenText Documentum
- Platform Modernization:
- Upgraded the environment to the latest versions of Documentum Content Server 21.2, xPlore 20.4, D2 21.2, and CTS 21.2.
- Ensured high availability with load balancers across all applications and implemented a robust disaster recovery solution.
- Enhanced Content Management:
- Designed a file classification scheme to represent folders hierarchically, improving organization and retrieval.
- Implemented the Security Classification and Information Sensitivity Framework (ISF) to manage sensitive content effectively.
- Streamlined Approval Processes:
- Deployed eSubmission workflows to facilitate efficient routing and approval of procurement and administrative documents.
- Comprehensive Integration:
- Provided SSO authentication using OpenText Directory Services (OTDS) to simplify and secure user access.
- Digitization and Archival:
- Delivered solutions for the digitization and archival of heritage records, ensuring preservation and easy access.
- Advanced Reporting:
- Configured detailed reports using Documentum Report Server 20.4, enabling actionable insights into system usage and workflows.
Focus Areas, Actions, and Benefits
| Focus Area | Proposed Actions | Customer Benefits |
|---|---|---|
| Platform Modernization | Upgraded Documentum components and implemented high availability. | Enhanced scalability, reliability, and performance. |
| Workflow Automation | Configured eSubmission processes for approvals. | Streamlined procurement and administrative workflows. |
| Content Classification | Implemented hierarchical file classification scheme. | Improved document organization and retrieval. |
| Security and Compliance | Deployed ISF and SSO authentication via OTDS. | Strengthened content security and simplified access management. |
| Digitization and Archival | Delivered solutions for digitizing and archiving records. | Ensured long-term preservation of heritage documents. |
| Advanced Reporting | Configured reports in Documentum Report Server. | Provided actionable insights into system usage. |
Key Features and Benefits
- Modernized Content Platform:
- Upgraded system provided a scalable and reliable foundation for Customer’s eRegistry.
- Enhanced Workflow Efficiency:
- Automated eSubmission processes reduced manual intervention and improved approval turnaround times.
- Robust Security Framework:
- ISF and SSO authentication ensured secure access and compliance with government regulations.
- Streamlined Content Management:
- Hierarchical classification and digitization improved content organization and accessibility.
- Improved Reporting and Insights:
- Advanced reports enabled Customer’s personnel to track content usage, workflow efficiency, and operational performance.
- Disaster Recovery:
- DR implementation ensured system resilience and data protection during disruptions.
How TechTiera’s Expertise and Approach Ensured a Successful Implementation
TechTiera leveraged its extensive experience in OpenText Documentum to deliver a tailored solution that addressed Customer’s unique requirements for heritage preservation and administrative efficiency.
TechTiera’s Expertise and Approach
- Detailed Assessment and Planning:
- Conducted workshops with stakeholders to understand operational challenges and define clear objectives.
- Designed a phased implementation strategy to minimize disruption during the upgrade.
- Platform Modernization and High Availability:
- Upgraded Documentum components to the latest versions and implemented high availability using load balancers for uninterrupted operations.
- Configured a disaster recovery solution to ensure system resilience.
- Custom Solutions for Content Management:
- Designed a hierarchical file classification scheme for efficient document management.
- Deployed ISF to manage sensitive content securely.
- Streamlined Approval Processes:
- Configured eSubmission workflows for procurement and administrative approvals, reducing processing times and errors.
- Integration and Authentication:
- Implemented OTDS for SSO, enabling secure and simplified user access.
- Training and Support:
- Targeted training sessions to administrators and users, ensuring smooth adoption of the new system.
- Ongoing support to optimize performance & address emerging needs.
Outcomes Delivered by TechTiera
- Operational Efficiency:
- Automated workflows and advanced reporting reduced manual effort and improved decision-making.
- Enhanced Security:
- SSO and ISF strengthened content security and compliance with regulatory standards.
- Improved Scalability and Reliability:
- High-availability and disaster recovery solutions ensured uninterrupted operations and future-ready infrastructure.
- Streamlined Content Management:
- Hierarchical classification and digitization improved content organization, retrieval, and preservation.
Why TechTiera?
TechTiera’s comprehensive approach, technical expertise, and commitment to excellence enabled the Customer to modernize its eRegistry system. By delivering a scalable, secure, and efficient solution, TechTiera empowered the client to preserve its heritage while improving operational efficiency and supporting its nation-building goals.
Industry:
Public Sector
Region:
Singapore
Company::
Public Sector Heritage and Museum Authority, Singapore
Platform:
