The client was a global pharmaceutical company which had deployed a number of enterprise content management (ECM) software products over the years. Many of these systems had become outdated, presenting clear risks; accordingly, the company sought to update its ECM portfolio, and commissioned Doculabs to assist it in defining a future state vision and roadmap for ECM.

The Challenge
The client maintained several different categories of ECM solutions for managing its controlled documents, as well as other purpose-built “point” solutions for specialized document management applications and file shares for managing uncontrolled documents. These solutions had become costly to maintain and upgrade; in addition, their functionality was limited, and performance had become an issue for certain systems. The client recognized a need to define standards and consolidate and rationalize its ECM portfolio in order to reduce support costs, as well as to minimize content silos and provide the functionality the organization required to improve productivity.

The Solution
Doculabs provided an expert and independent perspective on the existing ECM portfolio, considering the key platforms and standards that the client already had in place and the trajectory for those platforms, identifying limitations as well as requirements for functionality that existing solutions were unable to provide. Doculabs then applied its knowledge of the ECM market and in life sciences applications to define a future state vision, recommending two platform options for the client to consider as future standards. Finally, Doculabs developed a three-phased ECM roadmap that took the client 3 to 5 years out, providing for the decommissioning of the company’s outdated ECM solutions and for the transition to a single, cloud-based ECM standard.

Doculabs’ Value to the Client
In a 3-month consulting engagement, Doculabs brought objectivity and expertise to help the client define a vision for how both controlled and uncontrolled documents would be managed in the future state. This vision will eventually allow the company to retire older systems, reducing both cost and risk; it will also enable users in various departments to make use of collaboration and mobile tools, helping them to align with corporate strategic priorities for productivity, process improvements, and efficiency gains. The roadmap outlined a clear path the client could use to transition to the recommended future state, a transition that will be especially significant as the company continues to grow and assimilate entities acquired through mergers and acquisitions.