SUCCESS STORY
Bibliotheca Alexandrina
Industry• Government

Solutions• OpenText™ Documentum™ xCP• OpenText™ Documentum™ Platform• OpenText™ Intelligent Capture

Bibliotheca Alexandrina is at theforefront of digital transformation
with OpenText
OpenText Documentum provides an end-to-end information
management platform

Results
Implemented more than 90
large-scale processes, saving
time, money and resources
Digitized existing paper documents
and enabled the ongoing captureof 15,000 documents per monthAided internal andexternal compliancewith electronic reporting“Focusing on the task at hand with lesstime spent searching for and handling
paper documents is our target. Using
OpenText Documentum, more than
90 business processes have beensuccessfully implemented, helping theBibliotheca Alexandrina move towards
a paperless organization.”
Bassem Elsayed

Director, Enterprise Applications andIntegrated Solutions Department
Bibliotheca Alexandrina

Bibliotheca Alexandrina is at the forefront of digital transformation with OpenText

The Bibliotheca Alexandrina (BA) is dedicated to capturing thespirit of openness and scholarship in Egypt. The BA is a vast
complex that plays host to thousands of staff in addition toapproximately 1.5 million visitors each year across its libraries,museums, planetarium, academic research centers, exhibitions,art galleries and conference center.
The hundreds of business processes that ensure the smooth
operation of the BA were heavily reliant on paper documents. Eachmonth, HR, Finance, ICT, Legal and correspondence generates about
15,000 new documents, all of them stored indefinitely.

A contributing factor to selecting OpenText was its ability tohandle all content types, including email, thereby creating a true,
enterprise archive. Additional capabilities, such as electronic
document annotations, also contribute to BA’s goal to remove
paper from the organization.
The BA project team, including solution architects, businessanalysts, project managers and developers, worked closely withrepresentatives from each of the business functions to ensure all
requirements were captured and met.

Being a leading institution in the digital age, the BA rose to the challenge
to digitize all of its paper-based documents—the first Egyptian public
institution to do so. The transformation project was designed to improve
document creation, capture, handling and storage across the entire
organization. By doing so, the BA would increase efficiency, save time,
reduce costs, improve compliance and enhance the user experience.

“We were able to utilize our own in-house developers andintegrate OpenText Documentum with our key enterpriseapplications, such as Oracle E-Business Suite and Microsoft
SharePoint . By integrating to our custom developed systems too,
we have been able to provide users with a much more holistic
information management capability,” said Ahmed Sharkas,
Project Manager at the Bibliotheca Alexandrina.

The BA appraised available solutions to digitize and manage the large
quantities of existing paper documents and implement businessprocess automation for thousands of parallel workflow processes.

One of the most noticeable and practical outcomes of thisintegration is that users now spend less time searching for
information, switching systems and repeating searches.

“We knew we needed a powerful platform that would be capableof handling the huge quantities of documents and concurrent
processes, and could provide the fast search and reporting
capabilities we need,” said Michael Milad, project manager atthe Bibliotheca Alexandrina. “Our evaluation process resulted inselecting the OpenText Documentum Platform as the core for ourproject, OpenText Documentum xCP for our business process
management needs and OpenText Intelligent Capture to scan
both our existing and new documents. All around, OpenText was
the best solution when compared to the others we evaluated.”

For the first phase of the project, which is now complete andserves about 2,300 users, the BA implemented more than 90
large-scale business processes and automated across HumanResources, Finance, ICT, Legal and other departments. With about90 percent of the project complete, the second phase is set to finish
the implementation, and make improvements to existing processes.

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The system now manages about half a million documents, a number
which is growing consistently by 15,000 new documents each month.

“Thanks to the solution’s
simplicity and ease ofuse, our users quickly
began to see thebenefits and provided
their input to help
further improve ourprocesses. These
improvements will help
overcome businesschallenges and provide
greater efficiency.”
Bassem Elsayed

Director, Enterprise Applications andIntegrated Solutions Department
Bibliotheca Alexandrina

Bibliotheca Alexandrina is at the forefront of digital transformation with OpenText

Prior to implementing the Documentum solution, the BA was heavily
reliant on paper to generate and provide reports for both internal andexternal government compliance purposes.

User feedback has also been positive and they have welcomed theimprovements, especially the ability to focus on a task with less timespent searching for and handling paper documents.

“One of the many benefits we’ve seen is in reporting and monitoring.
Before we had OpenText, we did not always know what stage
processes had reached. We can now track the information accurately
and more easily, which is helping with our compliance reporting,” saidHosam Salem, Project Manager at the Bibliotheca Alexandrina.

“One of the keys to a successful business process implementation isprocess engine flexibility and scalability. This allows us to adapt to a
fast-changing business environment,” said Bassem Elsayed, director,
Enterprise Applications and Integrated Solutions Department at theBibliotheca Alexandrina. “Using OpenText Documentum, more than 90
business processes have been successfully implemented, helping theBibliotheca Alexandrina move towards a paperless organization.

Various reports are now available to users and management that canbe generated on demand or automatically, and no longer involve theneed to send paper files.
“Reviews can be undertaken within the system to save time. Thisis a perfect example of the progress being made within the public
sector in Egypt, spearheaded by the BA,” said Milad.

“Thanks to the solution’s simplicity and ease of use, our users
quickly began to see the benefits and provided their input to helpfurther improve our processes. These improvements will help
overcome business challenges and provide greater efficiency.”

About OpenText
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enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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