Velrada implemented a highly strategic enterprise level platform (using Documentum) to meet a global producer of primary aluminium and alumina document and records management needs for the next three to five years.

Project Overview

In order to align with Group Corporate policies, a leading global producer of primary aluminium and alumina was required to implement an Enterprise Records and Document Management platform. In line with the Group Information Management framework, the alumina producer elected to scope, build and design a local Documentum instance to manage electronic and paper based records.

This highly strategic enterprise level platform was built in such a way to meet the alumina producer's document and records management needs for the next three to five years, at which point it will likely be migrated to the Enterprise Service platform in the Group infrastructure.  This presented special design challenges above and beyond "normal" document management design best practice.

Built from the ground up and with a principle that ensured nobody would lose access to information, within twelve months over one million documents were migrated into the new environment, with more than three million more to be transferred in the following twelve months. In addition, the solution was expanded to include management of controlled document work instructions which will form the foundations of alternative access mechanisms for site based workers through touch screen kiosk technologies. 

Business Requirements

• Ensure compliance to group records management standards and requirements
• Gain control of uncontrolled file shares, improve auditing and reporting of information access
• Ensure employees were not isolated from access to information they needed to do their jobs at any time
• Ensure all staff were trained in the new File Plan and web based interface
• Ensure business continuity through the data migration phase

Our Solution

The approach undertaken was to build a platform based on the EMC Documentum technology platform that could enable and support the business requirements directly, through completion of the following activities:

• File Plan Development
• Migration Strategy development
• Security Audit and design
• Physical and functional design and build
• Data migration and training
• Post go live on the ground and telephone support

Outcomes

• Increased operational safety and efficiency
• Compliance to Group Corporate Standards
• Improved auditing and reporting around information usage
• Driving additional business value from existing information through better discovery
• Reduction in reliance of uncontrolled file shares , automation of controlled document processes

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