Driving Efficiency and Compliance Through an Enterprise Content Management Solution

How We Got There

The Challenge

A large mortgage lender engaged a law firm to advance its information governance function by defining enterprise-wide policies and procedures, along with a target operating structure to support governance and management across the organization. This work led to the development of policies on Information Governance, Legal Hold, and Bring Your Own Device, as well as a Records Classification Framework and Retention Schedule.

Because the policy development work was so extensive, the organization recognized the need to identify and implement an Enterprise Content Management Solution (ECMS) to automate manual information management. By automating these processes, the client sought to ensure compliance with information governance standards while enhancing operational control and efficiency.

The Solution

Our technology team addressed the client’s challenges by first consulting stakeholders to define, document, and prioritize a comprehensive set of business and technology requirements for an ECMS. Once the organization’s leaders were aligned on the features and capabilities needed in the ECMS platform, our team conducted an extensive market scan of available solutions and identified a prioritized list of vendors that best met the client’s requirements.

Our team managed every step of the vendor engagement process, developing and issuing an RFP, and evaluating vendor proposals to identify the best candidates to move forward to the solution demonstration phase. We also worked closely with the client’s finance teams, providing expert guidance to support the development of a complete Total Cost of Ownership analysis. This analysis played a key role in shaping the client’s final decision, equipping them with all the insights needed to make the best choice.

To ensure the client’s success, Optimus developed a detailed and actionable roadmap to facilitate the implementation of the selected ECMS platform.

The Results

Our team successfully guided the client through a well-structured, thorough, and efficient process to select the ECMS that best aligned with their organizational needs. At the same time, the client gained a clear understanding of the capabilities required for successful implementation and a holistic roadmap for deploying the ECMS within their environment.

Empowered with these insights, the client was well prepared to effectively mobilize their resources to begin implementation of the information management platform. Once the rollout is complete, the organization is expected to benefit from modernized capabilities that automate and enhance key information governance and management activities. These improvements will not only ensure regulatory compliance requirements are met but also boost operational efficiency and strengthen overall control.