Case Study: Vitens achieves streamlined document control and storage cost savings with OpenText Document Management

OpenText Document Management one of the core systems at Vitens

Vitens, the Netherlands’ largest water company serving 5.4 million customers and processing 330 million m3 of water annually, faced growing challenges managing unstructured information across more than 700 applications. Employees frequently questioned whether they were using the correct document version or where files were stored, so Vitens required a single-source document repository with strict version control, consistent metadata and taxonomy, easy search and retrieval, records management and tight integration with corporate templates and systems.

Vitens adopted OpenText Document Management as a core ECM system in a phased rollout, supported by an organization-wide metadata model and Virtual Folders to enable contextual search and cross-department sharing. The solution digitized incoming/outgoing mail with metadata-driven workflows and Outlook alerts, trained 1,500 staff via eLearning, and integrated with SAP, SharePoint, AutoCAD and Kofax. Results include proactive contract and lifecycle management, reliable versioning and retrieval, lower SAP storage costs through OpenText Archiving, improved information sharing and a planned purchasing-contracts initiative (400 contracts, €150M) expected to yield about 0.5% savings and a one-year ROI.

Vitens

Chrisjan van Niekerk

Project Manager