Investment Firm Boosts Efficiency with New Enterprise Content Management Solution
Glenmede, a private investment firm based in Philadelphia, wanted to upgrade its enterprise content management system to create greater operational efficiencies and help employees work more effectively. To do this, they deployed a KnowledgeLake solution and Microsoft Office SharePoint Server. The solution helps Glenmede contain costs while allowing employees to search through and view documents easily and quickly.
Glenmede is an independent, privately-owned investment and wealth management firm with more than $17 billion under management. The firm was founded in 1956 by the Pew family and has customers across the United States, including individuals, families, consultancies, endowments, and institutions.
In 2008, the Glenmede IT department started evaluating technologies that could overcome some of the issues and limitations in its IBM FileNet content management system. For example, when scanning documents into FileNet, it could be time-consuming to locate the source of scanning errors. “With FileNet, we ran a nightly job that reviewed all documents that were added the day before,” says Jerry Littenberg, Vice President of Information Systems for Glenmede. “It would count the pages on file and compare them to the number of pages expected. If they didn’t match, we would get an exception report the next morning. Then our scanning team would have to go digging to find the original for rescanning.”
Glenmede is an independent investment and wealth management firm. Based in Philadelphia, it has offices throughout the Mid-Atlantic region and serves customers across the United States.
"With the KnowledgeLake solution, our users have a better overall experience when searching through and viewing documents."
-Jerry Littenberg, Vice President of Information Systems, Glenmede
Littenberg notes that FileNet also had usability issues, such as a viewer that displayed documents in a small window, forcing users to constantly scroll to read a document. Glenmede wanted to find enterprise content management technology that was less costly to operate, would integrate better with other enterprise systems, and would be easier to use for employees.
To improve operational efficiencies and user productivity, Glenmede decided to move key systems to the Microsoft Office platform. This included installation of Microsoft Office SharePoint Server, which replaced the FileNet system for content management and Lotus Notes for workflow automation. Glenmede also deployed Microsoft Outlook to replace Lotus Notes for e-mail and calendar functions. However, Littenberg notes that there was a missing piece to the technology upgrades.
“We felt that using SharePoint Server for our content management system would give us plenty of return on investment, and its integration with other Microsoft products would help us consolidate technologies,” he says. “But the content management system was not complete because we didn’t have a way to get documents into it.”
To scan and index documents, Glenmede decided to deploy a KnowledgeLake enterprise content management solution. The only significant issue encountered during the migration involved conversion of Tagged Image File Format (TIFF) files into Adobe PDF documents: “We experienced some corruption issues in about 2 percent of the converted documents,” says Littenberg. “Without pause, KnowledgeLake brought in their experts, decided on a course of action, and quickly got it handled. This is exactly how we want our vendors to react whenever there is a problem.”
By migrating its enterprise content management system to a solution using KnowledgeLake products and SharePoint, Glenmede achieved a number of benefits that are helping the firm operate more efficiently while giving users the tools to work more effectively. The company realized a fast return on its investment in the technology, helping it avoid costs associated with the prior content management system. The KnowledgeLake technology has helped improve quality assurance in document capture processes, and it is delivering improvements in user tools that help Glenmede employees access and view documents faster and easier.
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