A company with 50 people in finance relies on document access. One Monday, the system fails: 4 hours of downtime, numerous postponed meetings, frozen approvals, paralyzed vendor management... That day cost €120,000 in lost productivity.
This could be a hypothetical story, but it's actually what happens when a document management system operates with 76% availability, as shown in an example published in a Forrester study.
What does 76% availability truly mean for a document management system?
This Forrester study analyzed large companies with complex document architectures: 25,000 employees, global systems, regulated data.
The initial finding was unsettling: their document systems had 76% availability, meaning they experienced a certain number of outages per year. So, summing up all the gaps, we can say that document access was at 76%.
To illustrate further, we're talking about a full work week lost each month due to unplanned outages.
What happens when the document management system is down?
- Searches don't work.
- Approval workflows freeze.
- Teams cannot access critical information.
- Technical support dedicates resources to troubleshooting instead of innovation
With OpenText Content Management (Extended ECM) correctly deployed, those same companies achieved 99.5% availability. That means only 1 hour of annual downtime (not monthly).
What changes in the numbers: availability vs. downtime
Base Scenario: 76% availability (with unoptimized document management)
Downtime per year 145 hours ≈ 3.5 weeks
Downtime per month: ~12 hours
50-person team 600 lost hours/month
Monthly cost (€25/hr) €15,000
Annual cost €180,000
With OpenText ECM: 99.5% availability
Downtime per year: 1 hour (per year, not per month!)
Real impact: practically none
Productivity recovered 144 hours/year per employee
Annual savings €180,000 recovered
How to guarantee 99% access to SAP documents
With an document management system optimized and integrated into SAP, such as OpenText Extended ECM it is possible to guarantee document access that does not compromise the system and departmental workflows. This solution features an architecture designed for scalability and resilience.
1. Infrastructure designed for stability and scalability
• Automatic replication of critical data between servers.
• Intelligent load balancing that distributes the load, preventing saturation.
• Integrated disaster recovery (automatic DR/failover).
• Proactive 24/7 monitoring with degradation alerts. At Saica Group, we integrated 5 different systems with millions of documents and achieved availability that allowed 10,000 employees to work without critical interruptions.
2. Intelligent resource management (correct sizing)
Frequent downtime often stems from a lack of capacity (the system becomes saturated and crashes under load), unoptimized processes (duplicate services competing for resources), or unidentified dependencies (a critical server fails and brings others down with it).
With OpenText ECM, we enable you to:
- Properly size your infrastructure from the start
- Optimize processes so critical services have dedicated resources
- Eliminate costly redundancies that slow down your document management system
3. Deep and native integration with SAP
If your company uses SAP, OpenText Extended ECM is designed to function as a native system extension:
• Seamless document access from SAP without leaving the system or changing interfaces.
• Automatic data synchronization between systems without information loss
• Workflows that connect SAP with document management seamlessly
• Parallel scalability: If SAP grows, Extended ECM grows with it
At Brait, we guarantee 99% availability for your company's information.
If your company continues to operate with mediocre document management availability, the true cost is far greater than the software itself. It impacts productivity, trust, and decision-making speed.
At Brait, we implement OpenText Extended ECM solutions that achieve +99.5% availability. We know the implementation patterns that work because we've seen them time and again in large and small SAP companies. Request an evaluation of your current system, without obligation.
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