With the sale of the Documentum business to OpenText, enterprises with built-out Documentum infrastructures are looking at their options. Some will recommit to Documentum, and some will set a path to move to alternative content management technologies. All of them, however, will have to decide how to manage the large volume of content they have accumulated in their Documentum repositories.
In other posts, I have talked about decommissioning and archiving strategies that can be used to guide the move off of Documentum. But the reality is that in almost any scenario enterprises with a long Documentum legacy will have content stored in Documentum repositories for a long time into the future.
So the question is, how can that content be managed better? How can costs be reduced? And how can you get the most out of it?
Reduce Volume to Reduce Costs
Like any content repository, it is almost certain that 40% or more of the content stored in your Documentum environment is duplicate, redundant, obsolete or trivial. So one way to save money is to eliminate that “ROT” in an organized way.
Analytics tools let you peer into content repositories and analyze the content, identifying not just redundant and trivial content but private and confidential information as well. These tools connect a periscope to your Documentum environment, through which you can easily identify content of different types and stored items with different characteristics, based on the content of each item, not just the metadata.
Once identified, cleansing and mitigation steps will reduce the volume of the content and the security of any private information (PII and PCI) hidden inside the items. This work will potentially reduce storage costs, increase compliance with your security policies, and reduce the cost and complexity of any future migration efforts
Add Retention Management to Reduce Risk
Retention management policies define which types of content you need to retain and for what period. Regulatory requirements and internal information governance policies dictate retention policies.
Adding retention management to Documentum content is simple with tools that allow you to connect to document repositories and map each item to a retention policy. Once mapped, each item can be scheduled for destruction when it reaches its defined expiration date.
The result is less content is vulnerable to both data theft attempts and legal discovery proceedings. “Defensible Destruction” means that you destroy items as part of a defined process, executed consistently. Retention management is the cornerstone of defensible destruction.
A secondary capability is litigation hold. Some tools (full disclosure, Everteam offers one), include the capability to place sets of items on litigation hold, ensuring their preversation as soon as you identify them as part of a document request associated with a legal proceeding or internal investigation.
Employ Analytics to Extract Additional Value
Modern content analytics tools have the power and intelligence to identify patterns embedded in the content of all items stored in your Documentum environment. A simple example: If you have ten thousand contracts stored in Documentum, wouldn’t it be useful to see which ones, and how many, include the phrase “most favored nation” somewhere within the document?
The natural language processing (NLP) capabilities of content analytics tools can also identify patterns in your documents that you are not explicitly searching for. For an insurance company, that might mean certain phrases in claims documents that tie back to factors that could be screened for at the time of underwriting.
The point is that there are insights buried in your Documentum content, and content analytics tools can surface those insights so that you can act on them. Some of these tools are preconfigured to work with Documentum content.
The Long View
Documentum has been around for more than 20 years, and some companies have been using it nearly that long. That means there are vast quantities of documents stored in Documentum and that content needs to be managed and optimized for the long term.
Take a look at the available tools to analyze your Documentum content, to add retention management and litigation hold capabilities, and to provide deep content analytics. These tools will help you reduce the volume and costs of that content, reduce the risks associated with retaining it, and increase the value you can extract from it.