OpenText Content Manager Benefits

Giovanny-Buitrago - PeerSpot reviewer
Area Director at Avvale

The first advantage is integration with your IP directory. You can customize any metadata and centralize all content, making it accessible to users. When a user is hired, the system automatically restricts and allows access according to their role. Another feature is organizing content into groups or rows within the system. Additionally, you can integrate modules to classify users and documents with specific security levels for enhanced security. The solution supports various levels of security, including private, secret, or public information, ensuring users can access only what they are authorized to see.

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it_user621591 - PeerSpot reviewer
Manager, Records Information Management at a hospitality company with 10,001+ employees

One of our prior products required all records to pass through our Records team to be added to the repository. Thanks to the Microsoft integration, our users are empowered to check their records in as they are created, saving both time and money.

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it_user567567 - PeerSpot reviewer
IT Business Partner at a healthcare company with 10,001+ employees

It helps us in terms of efficiency when working with multiple people at the same time, on the same case. For example, if you have a legal case, there are multiple people interested in the case from various perspectives. It helps us keep everything together for making the case; collecting documents, emails, and many other elements into one environment.

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Buyer's Guide
Enterprise Content Management
March 2024
Find out what your peers are saying about OpenText, Microsoft, IBM and others in Enterprise Content Management. Updated: March 2024.
765,386 professionals have used our research since 2012.
it_user616530 - PeerSpot reviewer
Assistant Director - Information Management at a government with 1,001-5,000 employees

Official records are managed, thereby being able to identify information that cannot be disposed; managing the lifecycle; and locating our records.

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EW
IT Director / CIO at Matanuska-Sustina Borough

We are required to have a robust Records Management system. It does this job. We had it integrated with HPRM ver 8.3, but dropped the integration when we moved to HPE-CM 9.1.  Integration was not well documented.                                                          

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SB
Records Manager at a sports company with 51-200 employees

Simple workflows (actions/procedures) such as “Review” and “Approve” are better than multiple copies in various iterations existing within emails. The “Actions” also replaced the need for a signature (for internal documents), which means there is no printing of paper, signing, and scanning back in as a PDF.

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it_user605049 - PeerSpot reviewer
Records Management Administrator

It helps us manage records more easily and allows users to search for information without leaving their desk.

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it_user618120 - PeerSpot reviewer
Application Specialist at a government with 501-1,000 employees

HPE Content Manager provides organizations with a reliable system for managing massive amounts of information. It does so in a structured, compliant and secure way. This is not easy to achieve. I have seen custom-built systems and other systems used to try and manage various types of content, and I can say that none of the ones I have seen provide the same level of functionality and reliability as Content Manager does. It just works. All organizations I have worked with use Content Manager in a different way, because each organization functions in a different way. This flexibility to set up a structure that works for us has been vital to managing our records properly. When it comes to organizing information at the organizational level or the organizational-unit level, Content Manager has no match.

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it_user607380 - PeerSpot reviewer
V.P. Information Technology - NAMICO at a non-profit with 51-200 employees

There many ways that this application has improved our organization. The most significant is the reduction in paper generation and the ability to electronically annotate and manage all our documents.

Our approval process for claim invoices uses a manual workflow and utilizes the annotation capabilities of HPE Records Manager.

Along with our primary documents required for our insureds, we also store licensing and other departmental information in department-specific folders. This has significantly reduced the number of file cabinets and our reliance on paper. We have even extended the life of our printers from an estimated end-of-life in 2010.

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it_user618138 - PeerSpot reviewer
HP TRIM Consultant at a government with 1,001-5,000 employees

RM 8.3.9365 or patch 3 is still under development. I myself have suggested a lot of improvements and defects, and they are being addressed. Although it is user friendly, it needs work to be at it’s best.

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it_user616503 - PeerSpot reviewer
EDRMS Compliance Lead Senior Business Analyst at a non-tech company

Many organizations are facing the same problems with their operating environment and scope of responsibilities. Due to the fact that collaboration with external stakeholders has grown in scale and complexity, keeping track of important business decisions and ensuring that all relevant internal and external stakeholders have timely access to this information, is now a major corporate challenge, as in the exponential growth of paper, shared drives and emails.

Government agencies and private organisations alike expect to do more with the same or fewer resources. Giving staff the tools to enhance productivity is essential to help meet the increasing demands and expectations of the Government and public in a constrained fiscal environment. Changes to Government policy concerning digital records management, security and amendments to legislation such as the Freedom of Information and Privacy Acts are also expanding compliance requirements for employees and corporate IT systems. Digital Continuity is an approach to creating and managing information that can be trusted and used for as long as needed despite technological change.

This is how the solution has helped transform business organisations. Businesses are facing the same problems. Network drives, accumulation of paper records, and email used to manage documents and other digital format records of business value do not adequately support the information management compliance requirements. This lack of an enterprise approach to information access and management is limiting organisational efficiency, responsiveness and capacity to maximize business opportunities.

Investment in a modern EDRMS solution has been identified as a key component for addressing efficiency and compliance business needs. Electronic business will mean the necessity to become more diligent and smarter in terms of the information management of the department. Usually a staged approach is taken to select and implement a commercial-off-the-shelf EDRMS. Hence the above vendors cater for these goals and objectives to some degree with integration to Record Management software capabilities, as well as OCR, conversion capabilities and content management.

In line with any digital continuity policy an EDRMS solution is about making sure that information is complete, available and therefore usable for business needs. Information is usable if people can:

  • Find it when they need it.
  • Open it as they need it.
  • Work with it in the way they need it.
  • Understand what it is and what it is about.
  • Trust that it is what it says it is.

So any product vendor solution must be able to meet the above minimum requirements closely aligned to an out of the box solution such as MS SharePoint has perfected.

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it_user618960 - PeerSpot reviewer
Deputy City Clerk at a government with 501-1,000 employees
  • Eliminated the need for paper records.
  • Increased compliance with our internal approval processes.
  • Helped us with grant, contract approval, and retention.
  • The workflow routes the contract/grant through our legal group and then on to the department and/or finance department and/or city manager for approval.
  • Can use the workflow to see where in the process their contract/grant is and where it may have gotten stalled.
  • The contract/grant route is dependent on what kind of document it is, what agency it is with, and the cost.
  • Helps with the filing of the records and to track and close contract tasks.
  • Our agency doesn’t want too many different workflows: It gets confusing for users to decide which one to use.
  • Too many options on the workflow for users to select
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JC
HP TRIM/HPRM Technical Consultant at a tech services company with 51-200 employees

HPE Content Manager has built-in workflow components allowing users to manage business processes with ease.

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it_user613548 - PeerSpot reviewer
FOI Analyst 2 at a government with 5,001-10,000 employees
  • Sharing of documents
  • Reduction of duplication
  • Ability to manage retention, disposition and overall records management
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MQ
Director at a tech services company with 11-50 employees

The solution allows us to do digital management, everything being digital nowadays, without the need to resort to paper use. The entire process has been digitized. 

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it_user607833 - PeerSpot reviewer
Records Management Coordinator at a government with 501-1,000 employees

It allows us to be in compliance and we know where every single record is located. This allows us to be efficient.

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it_user618117 - PeerSpot reviewer
Records Management Consultant at a government with 501-1,000 employees

Some of the tools are useful for sharing information; however, organizational culture inhibits records management compliance and TRIM acceptance, in general, is low.

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Buyer's Guide
Enterprise Content Management
March 2024
Find out what your peers are saying about OpenText, Microsoft, IBM and others in Enterprise Content Management. Updated: March 2024.
765,386 professionals have used our research since 2012.