The client was a leading global manufacturer of glass containers. Over the years, the organization had implemented a number of enterprise content management (ECM) software solutions across its various departments and facilities. The company wanted to consolidate its ECM technology portfolio and to determine a standard solution for ECM, going forward. The company hired Doculabs to develop a global strategy for ECM.

The Challenge
Many of the ECM solutions in place were departmental solutions which had relatively few users and were providing duplicate functionality. Moreover, some of these solutions were outdated and no longer supported by the vendors. Maintaining and supporting all of these various ECM solutions had become a costly challenge for the client’s IT group. But the large number of repositories also increased the company’s corporate risk and presented higher costs for e-discovery.

The Solution
Doculabs assessed the capabilities of the tools in the existing ECM portfolio against the capabilities of the ECM tools on the market and made recommendations concerning which systems to keep and enhance, which to maintain, and which to retire. Doculabs also identified functionality which the company’s existing ECM components lacked and made recommendations for filling those gaps, defining a target future state for ECM for the client. Doculabs then worked with the client’s project team to develop a roadmap to guide the organization toward that target future state, taking into consideration IT resources and the existing IT project pipeline. The result was a high-level view of ECM capabilities in the consolidated future state, plus a timeline of the various initiatives and projects needed to achieve that future state.

Doculabs’ Value to the Client
In a 12-week consulting engagement, Doculabs provided recommendations to rationalize and consolidate the client’s entire ECM technology portfolio, with a 3-year roadmap outlining the required projects. Doculabs’ recommendations were informed by industry expertise, giving the client an objective perspective on the ECM solutions in active use and enabling the IT team to counter any internal biases toward specific systems. Ultimately, the resultant ECM system consolidation helped the client reduce its overall IT costs, while also improving business process efficiency. And with fewer repositories housing business content, the client was able to reduce both its exposure to corporate risk and the complexity and cost of its discovery process.