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The Need for Modern Electronic Archiving Solutions

With the increasing prevalence of smart devices in this fast-moving digital world, customers demand all information available whenever and wherever they choose. Whether it’s a credit card or savings account statement, pension or insurance documents, they want it at their fingertips

Today, companies are looking for cost-effective repository solutions which can store virtually all document types and make them available to customers electronically with strict security and audit measures. These solutions will store documents only once and retrieve them in multiple formats (e.g. AFP for printing, PDF/Accessible PDF for e-presentment).

Organizations also want a modern repository that is easy to deploy with minimum production in order to achieve maximum ROI in less time. Moreover, many companies are looking for an archiving solution which can replace their existing legacy ECM system or work in conjunction with their existing archiving systems to fulfill their new requirements.

It is clear, that, when evaluating repository solutions, organizations take into account many factors, including business requirements, cost, and expected ROI, but technical characteristics of the solution and its performance remain the key for decision makers.

Below are questions that Enterprise IT Managers often ask when assessing the capabilities of the Repository solution. These questions should be considered when comparing solutions, as they provide insight into how well the repository will perform and suit modern needs.

Q. Can the Repository store print streams like AFP and Metacode?

A repository must have the capability to store any print stream documents, including AFP, Metacode, PCL, TIFF, PDF, PDF/A and Accessible PDF formats. Additionally, the repository must have the capability to reduce storage requirements of PDF documents by using Document Storage Reduction technology.

Q. Can the Repository be installed on Mainframe? What other platforms should it support?

A modern repository can be installed on Mainframe and supports all major platforms like Windows, UNIX, AIX and all the flavors of Linux.

Q. Can the Repository be deployed on the Cloud?

The repository must have the capability to be deployed on any Cloud infrastructure.

Q. Can the Repository store MS Office documents like Word, Excel, or Powerpoint? Can it also store other document types like HTML, or XML?

A modern repository must support storage of virtually any document type. For commonly used formats like MS Office Word, Excel, Powerpoint, XML and others, it must have the capability to parse the document to extract metadata and use it as index values for the respective documents .

Q. Can the Repository store customer emails? Can you analyze the emails in the Repository?

A modern repository solution can store emails in their original format. The repository should also have the capability to parse emails for basic information like email address, subject, from, to, CC and other fields. In addition, the repository also needs to include an Analytics plugin to analyze emails and enable targeted marketing messages to customers.

Q. Can I index the documents when loading into the Repository? Is there a facility to edit the index details later?

A modern repository can index the documents either using metadata of the document or by extracting the main attributes (like account number, customer id, credit card number, etc.) in the content and using them as index values. It also allows editing indexes after the loading process has been completed.

Q. Can I search for the documents in the Repository?

Yes, the repository must provide multiple interfaces to search documents in various application groups. This provides the capability to search on all index fields. It also enables customers to use plain SQL type operators like (=) equals, (>) greater than, (<) less than, and percent (%).

Q. Is it possible to access documents from legacy archives? Can I have a federated search from multiple ECM instances?

A modern repository provides multiple connectors for major ECM providers like IBM CMOD, IBM File Net P8, EMC Documentum, IBM File Net Image Services, and Microsoft SharePoint. It must also connect to any ECM system (as long as it supports CMIS framework) using CMIS (Content Management Interoperability Service) Adapter. The repository can also create a federated layer to search documents from multiple ECM instances.

Q. Are there any restrictions on volumes or number of documents to be stored? Can the Repository support billions of documents?

A modern repository must be tailored to support high volume transactional output (HVTO). The solution should not only store high volume documents, but also process high volume transactions with ease.

Q. Does the Repository support COLD archiving? What other storage technologies does it support?

The repository must support COLD archiving. It provides a logical physical layer for storage and it is also agnostic of the storage medium used. With just a couple of configuration changes, it is possible to switch from one storage medium to another. The Repository supports multiple storage mediums like Hadoop , Centera etc.

Q. Does the Repository convert print stream documents to PDF?

Yes, the repository must have the capability to transform print stream documents to PDF on-the-fly whenever customers want to view the documents.

Q. Does the Repository support Accessible PDF documents which would be suitable for individuals with disabilities, including the visually impaired? Does it comply with accessibility regulations?

Yes. A modern repository must have the capability to to convert print stream documents or existing PDFs into Accessible PDF documents. Look for vendors that partner with multiple industry organizations in different regions across the globe to ensure that all Accessibility requirements are met.



OpenText is the leader in Enterprise Information Management (EIM). Our EIM products enable businesses to grow faster, lower operational costs, and reduce information governance and security risks by improving business insight, impact and process speed.

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