Enterprise Content and Document Management

Transform information into an active part of your business processes by making enterprise content centralized, secure and accessible.
 
Contracts, invoices, technical drawings, customer files, correspondence, forms, images and other digital content created every day are valuable sources of enterprise information. When this content is scattered across applications, file servers, user devices and physical archives, accessing information becomes more difficult and may result in duplicate documents, security vulnerabilities, compliance issues and business continuity risks.
 
Through IBM and OpenText enterprise content management solutions, BBS enables organizations to centrally manage the entire content lifecycle—from document creation and classification to sharing, archiving, retention and controlled disposal. Supported by artificial intelligence, automation, secure document viewing and enterprise application integrations, this structure helps employees access the right information at the right time.
 
Why Is Enterprise Content Management Essential?
Traditional file-sharing methods may not be sufficient for managing large and continuously growing volumes of enterprise content. Sharing documents through email, storing multiple copies in different folders and being unable to identify the latest version reduce operational efficiency.
 
Enterprise content and document management solutions enable organizations to:

• Store documents in a centralized and controlled environment
• Access the latest document version quickly
• Find content through metadata and full-text search
• Restrict document access based on roles and permissions
• Automate approval, review and publishing processes
• Apply retention, archiving and disposal policies
• Audit document activity and user actions
• Connect content with business processes and enterprise applications
• Prepare enterprise information for AI applications within a secure and governed environment

 

IBM FileNet Content Manager

Manage Enterprise Content on a Secure and Scalable Platform
 
IBM FileNet Content Manager is an enterprise content services platform that enables high-volume content to be captured, stored, classified, shared, securely managed and used within business processes.
 
IBM FileNet provides a centralized enterprise repository for documents, images, emails, forms and other unstructured content. Its security and information governance capabilities help control the entire content lifecycle while enabling employees to access information within the scope of their permissions.
 
Key Capabilities

• Centralized document and enterprise content management
• Metadata-, folder- and document-class-based content organization
• Document version and lifecycle management
• Advanced full-text and metadata-based search
• Role- and permission-based access controls
• Document retention policies and legal holds
• Audit trails and content activity monitoring
• Document approval and content-centric workflows
• Secure content sharing with internal and external users
• Federated management of content across multiple repositories
• Low-code development tools and GraphQL API support
• Integration with enterprise applications
• Containerized and cloud-based deployment options
• AI-assisted content classification and information extraction

 
Content-Centric AI with IBM Content Assistant
Documents managed within IBM FileNet can be used with IBM Content Assistant to provide generative AI-assisted access to information. Users can ask natural-language questions about authorized documents, analyze information across one or multiple documents and obtain insights from lengthy content more quickly.
 
This approach helps AI work with content managed by the organization instead of relying on general and uncontrolled data sources. It supports more effective use of enterprise knowledge while preserving user permissions and content security.
 
Use Cases
IBM FileNet can be used to manage customer and employee files, contracts, credit and claims documents, technical documentation, procurement files, project documents, corporate correspondence and regulated records.

OpenText Content Management

Integrate Content with Enterprise Applications and Business Processes

OpenText Content Management, formerly known as Extended ECM, is a cloud-ready enterprise content management solution that connects corporate content with the business applications and processes employees use every day.
 
The solution brings documents, data, people and tasks together within a specific business context, such as a project, customer, contract, supplier or case. Users can therefore access the content they need directly from the enterprise application in which they are working instead of searching through a separate document management system.
 
Key Capabilities

• Centralized document and content management
• Document versioning, editing, annotation and publishing
• Project-, customer- and case-centric business workspaces
• Metadata- and full-text-based search
• Workflow and task automation
• Records management and information governance
• Retention policies and legal holds
• Audit trails and granular access controls
• Enterprise document generation
• Secure file sharing and collaboration
• Mobile access
• Delivery of content within business processes

Enterprise Application Integrations
OpenText Content Management can integrate with enterprise applications such as SAP, SAP SuccessFactors, Salesforce, Microsoft 365, Microsoft Dynamics 365 and Guidewire. These integrations enable employees to access relevant documents and perform document-related tasks without leaving their existing business applications.
 
For example, quotations, purchase orders, delivery notes and invoices related to an SAP procurement record can be managed within the same business workspace. Similarly, a Salesforce customer record can be connected with contracts, proposals, correspondence and other customer documents.
 
Benefits for Organizations
OpenText Content Management connects business processes with enterprise information by reducing content silos. It can reduce the time employees spend searching for information, bring duplicate documents across different systems under control and extend content governance into core business applications.

OpenText Documentum Content Management

Securely Manage High-Volume and Business-Critical Enterprise Content

OpenText Documentum Content Management is a scalable enterprise document management platform designed to manage high-volume, business-critical and regulated content.
 
Documentum enables documents to be managed centrally in enterprise environments where security, compliance, performance and scalability are essential. It is particularly well suited to industries with intensive document production and detailed audit requirements, including life sciences, energy, engineering, manufacturing, financial services and the public sector.
 
Key Capabilities

• High-volume content and document management
• Secure and scalable enterprise content repository
• Metadata management and content classification
• Document version, lifecycle and status management
• Advanced search and content discovery
• Role- and permission-based security
• Audit trails and user activity recording
• Records, retention and compliance management
• Electronic signatures and controlled document processes
• Document-centric workflows and process automation
• Integration with SAP, Microsoft 365 and Salesforce
• Personalized, responsive and device-compatible user experience
• On-premises, private cloud and public cloud options
• AI-assisted search, analysis and workflow capabilities

Regulated Content Management
Documentum provides a strong foundation for controlled documents whose approval, effective date, revision and archiving stages must be managed according to defined rules. The system can record who created, reviewed, approved or modified each document.
 
These capabilities support the management of quality documentation, standard operating procedures, engineering documents, clinical and regulatory content, technical drawings and business-critical information generated throughout the asset lifecycle.
 
Benefits for Organizations
OpenText Documentum centrally and securely manages large content volumes, helping reduce the risks associated with information loss and uncontrolled document use. Its scalable architecture enables business-critical content applications to be developed and modernized over the long term.
 

OpenText Content Cloud

Deliver Content Management Capabilities Through a Flexible Cloud Portfolio

OpenText Content Cloud is not simply a document repository. It is a comprehensive solution portfolio encompassing content management, document capture, intelligent document processing, process automation, information archiving, artificial intelligence and enterprise application integration.
 
Content Cloud helps organizations deploy content services according to their requirements and IT strategies. OpenText content solutions can be delivered on-premises, in private or public clouds, through hybrid environments or as managed services.
 
Core Content Cloud Capabilities

• Enterprise content and document management
• Cloud-based content services
• Document capture and intelligent document processing
• Workflow and process automation
• Information archiving
• Records and information governance
• AI-assisted content management
• Enterprise knowledge discovery
• Secure content sharing and collaboration
• Industry-specific content management applications
• API-based content services
• Integration with SAP, Microsoft 365, Salesforce, Guidewire and other enterprise systems

An AI-Ready Content Foundation
For AI applications to produce reliable results, they must be grounded in accurate, current and classified enterprise information protected by appropriate access controls. OpenText Content Cloud combines content, metadata, security policies and business context to create a governed information foundation for enterprise AI applications.
 
This approach controls not only whether AI can access content, but also which content it can access, on behalf of which user and with what level of authorization.
 

OpenText Content Aviator

Transform Enterprise Content into Trusted, Actionable Information

OpenText Content Aviator is a generative and agentic AI assistant that works within OpenText content management and archiving solutions and is grounded in enterprise content.
 
Content Aviator helps users search and analyze authorized enterprise documents using natural language. Rather than relying solely on keyword matching, it can consider the business context of content to answer questions, summarize documents and perform content-related tasks.
 
Key Capabilities

• Natural-language questions and answers across enterprise content
• Summarization of individual or multiple documents
• Document comparison and identification of differences
• Content classification and metadata generation
• Document translation
• Discovery of information and related documents
• Draft document and content generation
• Extraction or redaction of document content
• Moving, renaming and organizing documents
• Automation of records and content management activities
• Support for multi-stage, content-centric processes
• Access to AI-assisted information from within enterprise applications

Secure and Governed AI
Content Aviator works with the access permissions, retention policies and audit records of the content management system. Users can only interact with information they are authorized to access, while AI interactions can remain within the scope of content governance.
 
This enables organizations to develop content-centric AI use cases without transferring sensitive documents to uncontrolled environments. Available capabilities may vary depending on the product version, licensing scope and deployment model.
 
Use Cases

• Summarizing and comparing lengthy contracts
• Reviewing policies and claims documents
• Finding information in technical documentation
• Analyzing human resources files
• Evaluating customer application documents
• Researching regulatory and procedural documents
• Generating answers from enterprise knowledge bases
• Accelerating document preparation and content management tasks

IBM Daeja ViewONE

Securely View Large Documents and High-Resolution Images

IBM Daeja ViewONE is a professional document viewing solution that enables documents and high-resolution images stored in enterprise content management systems to be viewed through a web browser.
 
Users can view supported files without installing the applications in which the documents were originally created. This provides operational convenience in high-volume document review, customer service, claims management, financial transaction control and digital archive applications.
 
Key Capabilities

• Web-based document and image viewing
• Support for large and multi-page documents
• Zooming, rotation and page navigation
• Fast page selection using thumbnails
• Document annotation and markup
• Notes, highlights and stamps
• Text search within documents
• Printing of selected pages or areas
• Redaction of sensitive information
• Role-based redaction
• Embedding within enterprise content applications
• Integration with IBM Content Navigator and IBM FileNet
• Use within custom applications, portals, intranets and extranets

Secure Document Review
IBM Daeja ViewONE can reduce the need for users to download documents to local devices for viewing. With role-based redaction, sensitive sections of the same document can be masked differently according to the user's role.
 
This structure supports the protection of personal data, financial information, health data and document sections that should only be visible to specific users.
 

How Do These Solutions Work Together?

Enterprise content management solutions address different requirements throughout the content lifecycle:

1. Documents and digital content are captured from enterprise sources.
2. Content is classified by type, subject, customer, project or transaction information.
3. It is centrally stored and managed in IBM FileNet, OpenText Content Management or OpenText Documentum.
4. Content is connected with SAP, CRM, Microsoft 365 and other enterprise applications.
5. Approval, review, publishing and archiving processes are automated.
6. IBM Daeja ViewONE enables documents to be securely viewed, annotated and redacted.
7. AI capabilities such as OpenText Content Aviator enable content to be searched, summarized, compared and transformed into information that can be used in business processes.
8. Content that reaches the end of its retention period is archived or securely disposed of according to corporate policies.

BBS Enterprise Content and Document Management Services

BBS provides end-to-end services covering every stage of content management projects, from analysis and implementation to production use and long-term sustainability:

• Analysis of existing content and document infrastructures
• Content inventory and use-case assessment
• Product and solution architecture consulting
• Capacity, licensing and infrastructure planning
• Proof-of-concept and pilot projects
• Product installation and configuration
• Design of document classes, metadata and folder structures
• Development of content lifecycle and retention policies
• Design of authorization, role and security models
• Development of document approval and content-centric workflows
• Enterprise application and business process integrations
• Migration of existing content to new platforms
• Development of custom interfaces and applications
• Development of AI-assisted content use cases
• Testing, performance optimization and production deployment
• Version upgrades and modernization services
• User and system administrator training
• Maintenance, technical support and system updates

Why Choose BBS?

BBS combines enterprise content management experience with expertise in process automation, integration and custom software development.

• Product and project experience across IBM and OpenText solutions
• Expertise in enterprise content, document and workflow management
• Architecture consulting for high-volume and business-critical systems
• Integration capabilities for existing enterprise applications
• Experience in content migration and platform modernization
• Custom development and adaptation capabilities
• Security-, auditability- and compliance-focused approach
• End-to-end services from licensing to production deployment
• Post-implementation maintenance, support and continuous improvement

 
Manage Your Enterprise Information Securely
Contact the experienced BBS software team to centrally manage your documents and enterprise content, accelerate access to information and prepare your content for trusted AI applications.

For more information, please review our Success Story…