Case Study: Leading Institute of Higher Education achieves centralized, secure HR document management and major cost- and time-savings with OpenText Employee File Management for SAP Solutions

University Transforms HR Document Management and Initiates ECM Rollout

This leading land‑grant state university, serving more than 27,000 students and 12,000 employees, faced repeated failures implementing document management and an overburdened HR function handling 310,000 employee documents and nearly 37,000 personnel actions annually. Physical storage was running out and the institution needed an enterprise content management (ECM) solution integrated with SAP to improve access, compliance and operational efficiency across a distributed campus.

Working with Optima ECM Consulting, the university deployed OpenText Employee File Management for SAP Solutions and OpenText Capture Center, enabling secure, SAP‑integrated digital personnel files, OCR capture and a flexible folder structure. In the first year HR efficiency improved by up to 50%, operational expenses fell by up to 20%, and legal/compliance risk dropped by up to 70%; the solution also freed space, accelerated an ECM roadmap across multiple units, and was extended as a template for student file management.