EnBW revamps document management with KGS Software

EnBW Energie Baden-Württemberg AG, a leading energy provider in Germany and Europe, faced a challenge – managing and providing instant access to 500 million documents stored across various systems. Customer consultants needed these documents to appear on their screens with a single click, a feat requiring a high-performance, scalable solution.

To address this, EnBW developed a global, future-proof archive architecture centered on the ‘kgs tia Content Server.’ This system with a strong SAP focus assists with seamless archiving and retrieval of digital objects from SAP and other third-party systems. The new architecture offers open, forward-thinking service capabilities while retaining existing hierarchical storage systems, such as the SAM-FS file system.

Implementation
The kgs tia Content Server integrates with EnBW’s diverse IT landscape, including SAP modules like ISU, CRM and PM, as well as non-SAP systems. The solution’s adaptability allowed EnBW to establish a ‘Document Management Center’ (DMC) middleware, enabling connectivity for all input channels and linking standard office scanners directly to the archive. The tia Document Router supports bulk data imports, processing up to 800,000 documents daily, while local workplace scanners facilitate ad-hoc archiving.

Results
The kgs solution delivered exceptional results:

• High Speed: Document access times of less than a second, even during migration.
• Scalability: Efficiently handles 500 million documents, with a daily import capacity of 800,000 documents.
• Ease of Use: Eliminated the need for additional DMS user management and ensured compatibility with existing infrastructure.
• Reliability: Reduced support efforts and improved system stability.

Over 8,000 EnBW employees now benefit from instantaneous document retrieval, enhancing customer service and operational efficiency. The integration of kgs tools like ‘tia migration’ adds seamless transitions while maintaining uninterrupted access. These advancements have positioned EnBW as a leader in leveraging cutting-edge technology for document management.

By partnering with kgs, EnBW has set a new standard in document archiving and management. The robust, scalable and efficient kgs solution has empowered EnBW to meet its customer-centric goals and maintain operational excellence. 

What it means for SAPinsiders

Transforming daily workflows for ERP professionals: For ERP professionals such as IT managers, customer service consultants and document management administrators, EnBW’s adoption of kgs’s innovative content server architecture offers a paradigm shift in day-to-day operations. With the ability to retrieve documents in under a second, even during high-volume migrations, the role becomes less about troubleshooting sluggish systems and more about enabling business agility. The streamlined integration with SAP modules like ISU and CRM, as well as non-SAP systems, ensures that customer-facing and backend processes flow seamlessly, giving the tools to focus on strategic decision-making rather than operational bottlenecks. 

Market poised for growth and innovation: The document management market is experiencing significant growth, driven by increasing digitalization and the need for robust, scalable solutions. According to market analysts, the enterprise content management (ECM) sector is expected to grow at a CAGR of over 10% through 2028, reaching a valuation of $20bn. Vendors like kgs, along with competitors such as OpenText, IBM FileNet, and Hyland, are driving this transformation with solutions tailored for large-scale, data-intensive industries. EnBW’s success story highlights the critical role of high-performance, SAP-centric platforms in this landscape, as energy providers, utilities and other sectors grapple with managing millions of documents in real-time. kgs’s solution stands out for its ability to balance legacy system integration with future-proof scalability, setting a benchmark for competitors in this evolving market.

Criteria for evaluating document management solutions: When evaluating document management technologies, ERP professionals should prioritize scalability, speed and seamless integration with existing enterprise systems. Look for solutions that not only handle high document volumes with ease but also integrate natively with core platforms such as SAP and other third-party tools. The ability to ensure rapid document retrieval – essential for customer-facing roles – is another critical factor. Additionally, consider the solution’s adaptability to diverse input channels, like office scanners and bulk import processes, as this flexibility ensures future growth and evolving business needs. Reliability and minimal support requirements should also weigh heavily in the decision, as they directly impact operational continuity and IT resource allocation. EnBW’s experience with kgs exemplifies the value of investing in a robust, customer-focused document management system.