FYI.  Some of you may have already seen this news release.

 

 

 

 

World's Largest Environmental Cleanup Site Uses Open Text Solution To
Improve Records Management

 

Fluor Hanford Extends Livelink ECM to Manage Correspondence, Meet
Government Records Rules at Hanford Site in Washington State

 

Chicago, September 12, 2006 -- Open Text (NASDAQ: OTEX, TSX: OTC), a
leading provider of enterprise content management (ECM) software,
announced today that Fluor Hanford has extended its Open Text ECM
solution used at the massive Hanford environmental cleanup site to
include correspondence workflow and records management.  The expanded
system will help Fluor Hanford meet Department of Energy (DOE) and other
government regulations. 

 

The Hanford nuclear site is the world's largest environmental cleanup
project.  Built in the 1940s as part of the Manhattan Project, the
Hanford Site was a Cold War workhorse, producing nearly two-thirds of
the plutonium used for national defense purposes from the 1940s to the
1980s. Fluor Hanford, an operating unit of the Fluor Corporation, is a
prime contractor to the DOE at the Hanford site, located in southeastern
Washington State. 

 

Fluor Hanford uses its Open Text ECM solution to tackle a massive
information management challenge. One such task is creating detailed
correspondence that Fluor Hanford must generate and send to the DOE on
all aspects of the project, averaging more than 2,000 letters and
reports per year, plus supporting documents. There is also the challenge
of managing the activities of 3,500 Fluor Hanford employees spread out
across the 586-square-mile Hanford site in some 200 facilities.
Overall, the Hanford project involves a workforce of 11,000 people and
millions of pages of records, including emails and documents, as well as
photos, videos and engineering drawings.  

 

Records management and retention have become critical at Fluor Hanford.
An important step has been to help preserve deteriorating engineering
drawings from throughout Hanford's 63-year history by moving them into
Livelink ECM. Fluor Hanford also required a solution that could help the
organization address government rules for managing correspondence and
official records, including the Government Paperwork Elimination Act;
the Electronic Records and Signatures and Global and National Commerce
Act, known as the E-Signature Act; and the Office of Scientific and
Technical Information. 

 

"These days, the focus of document management at Fluor Hanford has
shifted to the monumental task of keeping records," said Benay
Doolittle, an IT Consultant and Business Analyst at Fluor Hanford. "To
address this task, we installed Livelink ECM -- Records Management. Like
many organizations, we have millions of records -- e-mails, documents,
and various media products. We're working on an accelerated schedule to
move legacy records into Livelink ECM."

 

So far, Fluor Hanford has migrated more than 160,000 records from
various systems across the Hanford site to Livelink ECM.  According to
Doolittle, the system will immediately help Fluor Hanford save on
document storage costs.  "We are currently paying storage fees for
legacy paper records being kept at the Federal Records Center in
Seattle. By using the records management capabilities in Livelink ECM,
we can store documents electronically. That can save us thousands of
dollars that would otherwise be spent on storing hard copies of
documents."

 

Automating Correspondence

Fluor Hanford's ECM solution also eliminates a costly and
time-consuming, paper-based correspondence process.  The old system
involved varying review and approval procedures, with no way to
effectively control versions of documents or to capture comments.  The
Livelink ECM solution automates correspondence and offers features to
help ensure security and document authenticity.  The solution supports
electronic signatures, provides the ability for proxy signers and offers
"watermarks" to ensure the signature is only used for that document.  

 

The solution also helps manage vital work and certification documents
attached to correspondence. The Environmental Protection organization in
Fluor Hanford must have multiple signatures on certification
attachments. "We had various certifications that had to be signed by
several different companies and regulatory organizations. We scan the
attachments with the signatures and enter the correspondence package
into Livelink ECM as a PDF file, so nothing can be changed on it,"
Doolittle explained.

 

The automated workflow for correspondence and electronic signatures is
leading to greater transparency and accountability, as well.  "We can
generate a workflow status report for each correspondence package, so
Fluor employees can check workflow status reports and see whether a
correspondence package has been sitting at 'Jane Doe's' desk for three
hours," says Doolittle. 

 

Accessing project information is also made easier with the new solution,
according to Doolittle. "You can put everything you need for a project
in one place. That can include documentation such as a project schedule,
a contract, risk information, or a 'scope-of-work.' It also gives people
access to all of the documents for that project. In the past, there were
occasions when employees would use multiple shared drives for the same
project, and it was harder to find information."

 

Doolittle points out that Fluor Hanford is dealing with many types of
"controlled-use" information, including unclassified-nuclear information
and applied-technology documentation.  "In our records area, we have
several folders set up for information that is sensitive from a legal,
regulatory, or security standpoint.  We can now limit access to those
folders to 'need to know' personnel."

 

One of the strengths of Livelink ECM is document version-control.
"Within our Integrated Document Management System (IDMS), our records
area receives final correspondence packages. The package includes a list
of all attachments for each letter, as well as a record showing who
reviewed the correspondence package," says Doolittle. "Before it goes
into the records area, we remove older versions of the correspondence
package. For auditing purposes, we archive older versions of the package
separately."

 

 

 

________________________________

 

Sonya Mehan

Investor Relations and Public Relations Specialist

 

Open Text

 

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Open Text Global Customer Conference
Phoenix, Arizona, USA
November 13-16, 2006

Find out why Open Text is the market leader in providing Enterprise
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<http://livelinkup-phoenix.opentext.com/> 


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