Neu-Isenburg, 5 December 2016. For many companies, centralizing and consolidating their IT systems is a top priority. One such company is the international Knauf Group based in Iphofen, Germany, with 26,500 employees spread across 80 countries. As a SAP user of many years, Knauf tightly integrated its archive landscape with the leading SAP system based on SAP archiving tools from KGS.
Initially, the reason for introducing a new archive was to reduce the costs associated with maintenance and operation. Another goal attached to replacing the legacy system was to restructure the archive landscape. “We were running around 15 content repositories for the different regional subsidiaries,” explains Florian Beck, in charge of workflow and SAP archiving at Knauf. “This also meant that we needed to run multiple databases in the DMS system. We had to ensure that data was archived in the correct repositories in SAP as well as keep them from growing too large. This was necessary to ensure adequate response times when users perform searches in the scan client.
After the decision was made in favor of implementation partner KGS in early 2015, the migration was executed in the same year. The KGS Migration4ArchiveLink migration software transferred all 15 previous content repositories connected to multiple SAP systems. This involved about 50 to 60 million documents with a total volume of close to six terabytes, which were smoothly moved from the legacy archives to the new archive servers within just a few weeks.
When Knauf decided to introduce KGS ContentServer4Storage, they chose an SAP archiving solution that shifts the focus back to the ERP system. It hands over the entire logic relating to meta data management and access control to the SAP system, which also means that search queries are handled via the SAP client.
And thanks to the KGS corporate product license, each SAP workstation automatically also serves as an archive workstation. This means that relicensing, too, is a thing of the past. The solution will thus have paid for itself in only two years.
The index files and database have become obsolete, thus streamlining the entire SAP server landscape. With the new structure in place, access to archived documents is provided directly via SAP, which greatly accelerates the process.