A Complete Records Management and Archiving Solution from the Ground Up

A single records management solution for paper and electronic documents

Ability to search paper or electronic archives together and individually

www.everteam.com745 Atlantic Avenue, Boston, MA 02109 – USA

It’s not unusual for an enterprise to have millions of documents in its paper archives, but what does it do when it wants to switch to an electronic archive? How can it combine its paper and

electronic archives to provide a single, integrated records management solution? This was the challenge facing a leading global manufacturer of habitat and construction materials.

Together with Everteam, they not only met that challenge…they crushed it.

55 TB electronic documents + 100 linear km paper archives

Compliance with the ISO 14641-1 standard

A Complete Records Management and Archiving Solution from the Ground Up 2

Supporting Digital Transformation with Easy Records Access Supporting the needs of customers is one of the key components driving digital

transformation in many companies today. To support customers, you need to understand

them, including every interaction you’ve had with them. But what do you do when those

interactions are stored across many different systems, including multiple archives?

This is the key challenge one multinational conglomerate, that operates in Construction,

Manufacturing and many other industries wanted to overcome. The information and

interactions they stored were captured in a mix of paper archives and electronic data stores

(documents, data, information systems). The company wanted to switch from the paper

archive to electronic but continue to have those paper archives easily available to employees

when they needed them.

The goal was to bring together all information, regardless of whether it was paper or

electronic, and have it easily findable by knowledge workers for a range of use cases. Equally

important, the company needed to ensure the information was managed in accordance

with regulatory requirements. Comprising different organizational units spanning multiple

geographies, it was critical to ensure they could address the varied policies and requirements

of different governing authorities.

Sector

Construction & Manufacturing

Challenges

• 100km of paper archives that couldn’t move to the new office

• Wanted to move to an electronic archive, but maintain access to paper archive

• Multiple groups with different regulatory and compliance requirements

Business Benefits

• A centralized archiving system that also takes into account differences between groups within the company

• Manages 55 TB for 4.1 million electronic documents + 100 linear km (800K boxes) physical docu-ments

• Supports 520 contributor users with an expected 5000 users in near future

Customer Multinational Manufacturer of Construction and High-Performance Materials

A Complete Records Management and Archiving Solution from the Ground Up 3

A Complete Solution for Records Management and Archiving

When the company moved headquarters to new offices, their paper archives were moved to

off-site storage. At the same time, the company switched to everteam.archive as its electronic

archiving solution. To ensure employees still had access to the paper archives, they were re-

corded in everteam.archive and managed via the same processes set up for all archives. That

meant one integrated process to find, retrieve and handle any document, no matter whether

it was a paper or electronic document and no matter where it was located.

The Everteam solution enables the company to handle a wide range of use cases. For

example, prior to everteam.archive departments filled out document transfer paper slips in

batches to move documents to the archive and archivists often had to perform additional

data entry to add missing information. Now, departments can transfer documents electroni-

cally to the archive on an as needed basis, the correct metadata automatically populate. The

new process has sped up the archiving process significantly.

In addition, everteam.archive can support different sets of governance and privacy rules for

the different groups within the overall company. In some cases, specific metadata is required

depending on the group archive.

The end results was a single records management and archiving solution for the 4.1 million

electronic documents (55 TB) and approximately 100 linear km (800K boxes) of paper

archives. The solution is highly scalable expecting to support up to 5000 users in the near

future.

A Complete Records Management and Archiving Solution from the Ground Up 4

Everteam Impact: Deep Expertise in Hybrid Archiving SolutionsThere were several key reasons why the construction company selected everteam.records

and everteam.archive for its records management and archiving needs:

• Ability to easily manage paper and electronic archives in a single solution

• Apply different governance and privacy rules for different groups in the company,

including compliance with key ISO standards

• Highly scalable to support thousands of users

• Everteam’s deep expertise in the areas of records management and archiving, along with

an agile approach to implementation

Solution

everteam.records/everteam.archive

Key Capabilities

• Combines paper and electronic archiving in a single solution

• Complete governance and control with variances

• Compliant with the ISO 14641-1 standard

• Integrates with office productivity software

“We at Everteam are extremely proud of the solutions we deliver to companies around the world. The ability to address multiple complex records management and archiving requirements in an elegant yet comprehensive solution is one of our strengths. We

look forward to watching this leader in construction and materials manufacturing continue to grow, secure in the knowledge that their records and archiving needs are met securely, flexibly, and efficiently.”

Abdullah Daoud | VP Product Management, Everteam

www.everteam.comsuccess@everteam.com

About Everteam

Everteam drives better outcomes for our customers by delivering user-friendly solutions

for complex business processes. We connect people, process, and content by automating

and streamlining workflows which would otherwise be time-consuming, error-ridden, and

non-compliant. Organizations like Axa, Sky Plc, The United Nations, and BNP Paribas rely on

Everteam to maximize the efficiency of their enterprise information and process workflows.

+33 (0)1 72 71 33 3

336, rue Saint-Honoré,

75001 Paris – France

+1 (650) 596-1800 (voice) / +1 (650) 249-0439 (fax)

745 Atlantic Avenue

Boston, MA 02109, United States