Effective high-volume document management relies on several core functionalities that work together to streamline operations.
Document capture involves converting various formats into electronic files. This includes scanning paper documents, importing electronic files and using optical character recognition (OCR) to make scanned content searchable.
Secure and organized storage of documents, often in a central repository, is crucial for easy access and retrieval.
Quick and efficient retrieval of documents is essential for productivity. Systems enable rapid search capabilities based on keywords, metadata or document type, ensuring users find needed information quickly.
Workflow automation streamlines document-centric processes. This includes automating tasks such as routing documents for approval, managing version control and integrating with other business systems.
Explore expert analysis of 15 document management vendors Explore Gartner’s analysis of 15 vendors in the document management space, and see why Hyland was named a Challenger with strengths in our scalability, open source and industry-specific capabilities.
When implementing a high-volume document management system, several key factors ensure optimal performance and long-term success.
The chosen system must handle increasing document volumes without performance degradation. It should be able to scale efficiently to accommodate future growth and evolving business needs.
High-volume environments demand fast processing capabilities. This includes rapid scanning speeds and efficient data extraction to keep operations moving smoothly.
Automating tasks such as indexing, classification and routing can significantly improve efficiency and reduce manual effort. This minimizes errors and frees up personnel for more strategic activities.
> Read more | Understand process automation
Protecting sensitive information is paramount. The system must offer robust security features, including access controls and encryption, to safeguard data from unauthorized access or breaches.
Seamless integration with existing business systems like ERP and CRM is often necessary. This ensures smooth data flow and cohesive workflows across the entire organization.
> Read more | Low-code data integration: Configure REST API endpoints
Implementing a high-volume document management system delivers numerous benefits that can transform an organization’s operations.
Reduced costs are a primary advantage, achieved through streamlined operations and extensive automation. Manual efforts decrease, leading to significant savings in labor and resources.
Improved efficiency is another key benefit, as processes are optimized and bottlenecks are reduced. This allows teams to accomplish more in less time, enhancing overall productivity.
> Read more | Identifying and preventing bottlenecks
Enhanced compliance is ensured through standardized processes and comprehensive audit trails. Organizations can more easily adhere to regulatory requirements and internal policies, reducing the risk of penalties.
Better decision-making is facilitated by comprehensive access to information. When all relevant data is readily available, leaders can make more informed and strategic choices.
Reduced risk stems from improved security measures and better compliance adherence. This mitigates operational and legal risks, protecting the organization from potential threats.
Efficiently organized high-volume data becomes an asset for AI initiatives. This enables predictive analytics and advanced AI functions, positioning the organization for future innovation.
> Read more | Before you invest in AI, assess your AI-readiness
Content is no longer just an archive — it’s a strategic asset. As AI accelerates, legacy content repositories are becoming a liability, while modern platforms are unlocking new value through intelligent automation and Content AI.
Learn why Aragon identified Hyland as a Leader, including calling out our visionary efforts and transformative roadmap.
The value of high-volume document management is evident in how various organizations have leveraged it to overcome significant challenges and achieve operational excellence.
Orange, a global telecommunications provider, faced challenges managing growing document volumes and simultaneous users on a legacy extranet portal. Its solution involved replacing the outdated Documentum system with Nuxeo's document management module as the back end.
The modular and extensible platform provided secure access for internal and external users. It also offered drag-and-drop import for large volumes of documents and a fine-grained access control system. As a result, Orange:
> Read more | How a French mobile telecommunication provider built an extranet portal on Nuxeo
Vidal, a European medical informatics company, needed to archive high volumes of diverse medical documentation for decades while complying with strict regulatory constraints. They also needed to ensure easy retrieval for multiple publications. Vidal replaced Documentum with Nuxeo and leveraged its extensive APIs.
The company built Vidal Desktop, a desktop interface, and integrated with Nuxeo for user interaction. Key features included a strong API set, modularity for agile development and the ability to handle large volumes and various formats. The system also tracked relationships between structured data and supported asynchronous replication for data security. This resulted in reduced support costs, improved documentation repository management and laid the groundwork for future migrations and innovations.
> Read more | How Vidal found success with Nuxeo
Keendoo, a French software company, addressed the increasing complexity in product information and life cycle management for food manufacturers and retailers. Regulatory requirements like INCO, high metadata volumes per product and inefficient spreadsheet-based management presented significant challenges.
Keendoo built k.PIM and k.PLM modules using Nuxeo as the application development platform.
To get the job done, it leveraged Nuxeo’s robust capabilities, including its:
This led to dramatically faster, easier and less costly regulatory compliance (75% personnel hour savings) and accelerated new product development (50% time savings for conceptualization, 33% for formulation). It also provided reliable revenue/cost calculations and enhanced company-wide collaboration, expanding to a SaaS.
> Read more | French software company uses Nuxeo to increase competitiveness
The Hyland team has conducted large-scale benchmark exercises of Nuxeo to demonstrate its capability for high-volume scenarios. These benchmarks confirm that Nuxeo can successfully load and manage over 11 billion documents with metadata without degrading system performance. This is achieved through both single and multirepository configurations, optimizing for cost and performance.
The multirepository approach ensures strong performance and consistent navigation and search across billions of documents. Nuxeo also provides best practices for database sharding and Elasticsearch strategies to optimize infrastructure costs and scale without dramatic increases in hardware.
In a recent exercise, Nuxeo demonstrated it could support over 11 billion documents in a multiple repository system. We found that implementing the larger system with multiple repositories was a better approach. Not only was it more cost-efficient, but partitioning active content from archival content was the right approach.
While most customers do not have multiple billions of documents that they work on regularly, they do need these billions of documents to be fully searchable and available when they need them.
Download the 11B document studyNuxeo is a highly scalable, cloud-native enterprise content management product with rich multimedia support. It is designed to be a powerful asset in your high-volume document management strategy.
Cloud-native and scalable: Nuxeo works how and where you want it to. Its cloud-first modular architecture scales horizontally and independently, handling even the heaviest workloads in real time for high performance.
Adaptable AI capabilities: Nuxeo Insight empowers enhanced predictions without a team of data scientists. Business-specific artificial intelligence is just a few clicks away.
Extensible API: Nuxeo features an extensive, document-oriented REST API. This allows for creating, querying and managing complex content interactions, which supports low-code application integration.
Workflow automation: Nuxeo's workflow management and automation systems deliver the business efficiencies enterprises need to remain competitive.
Content intelligence connection: Connect to Hyland Content Innovation Cloud™ through Nuxeo. This enables you to transform unstructured data into AI-enabled insights, as well as connecting to Hyland’s other AI-powered tools, and drives efficiency, innovation and faster decision-making.
Speed, agility and resilience are just some of the perks of building applications in the cloud.
With document capture software, there is little to no room for manual error. Here's how to automate the process of data extraction from physical or digital documents.
When choosing a content management system for your business, you have two major options: Enterprise content management (ECM) and document management systems (DMS). DMS focuses on document storage and management, while ECM offers more advanced functions for handling various content types.
