Cintas' Journey to Efficiency Document Management
Cintas faced challenges in managing high volumes of unstructured business documents within SAP S/4HANA, leading to inefficiencies, compliance risks, and high storage costs. By implementing OpenText xECM, integrating with SAP S/4HANA and Fiori, and migrating documents to OpenText Archive Center, the company streamlined document management, improved security, and ensured seamless access through Business Workspaces.
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Consolidated doc storage
Streamlined & consolidated the number of documents, enabling records management.
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Enhanced business objects view
Storing attachments in business workspace, centralized repository in xECM.
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Implementation of OT Archive
Migrate documents from SAP Content Server to OpenText Archive Center.
About Cintas
Cintas Corporation is a leading provider of corporate identity uniform programs, facility services, safety supplies, first aid and fire protection products, and document management solutions.
Headquartered in Cincinnati, Ohio, Cintas serves businesses across various industries, and has recorded an annual revenue of over $9.6 Billion with 46,000 employees.
About Cintas
Cintas Corporation is a leading provider of corporate identity uniform programs, facility services, safety supplies, first aid and fire protection products, and document management solutions.
Headquartered in Cincinnati, Ohio, Cintas serves businesses across various industries, and has recorded an annual revenue of over $9.6 Billion with 46,000 employees.
The Challenge
The company provides a diverse range of products and services, making efficient business document management critical to its operations. However, its current system has significant gaps between structured SAP S/4HANA processes and unstructured content, leading to inefficiencies and difficulties in sharing documents across applications. With a high volume of unstructured business documents—such as paper-based forms, manual processes, and duplicate data entry—the company struggles to process and integrate information seamlessly into OpenText xECM.
Compliance concerns further complicate document management, as the company faces risks related to misfiling, document loss, and the inability to enforce proper retention policies. The manual handling of documents introduces frequent errors, making the process unreliable and time-consuming. Additionally, business documents stored within SAP databases consume substantial space, driving up storage costs and impacting system performance. Security is also a major challenge, as unauthorized access restrictions cannot be effectively enforced, creating potential risks for sensitive business data.
With these challenges in mind, the company recognized the need for a robust enterprise content management solution that would optimize compliance, enhance security, streamline document processing, and reduce operational costs while seamlessly integrating with SAP S/4HANA.
The Solution
To address these challenges, the company implemented OpenText Extended ECM (xECM) to streamline document management, enhance compliance, and integrate unstructured content seamlessly with SAP S/4HANA. By consolidating and simplifying the document landscape, the company was able to establish a robust records management policy, ensuring proper governance and retention of business-critical documents.
The integration of xECM with SAP S/4HANA and Fiori applications enabled seamless access to documents within business processes, eliminating inefficiencies caused by disparate systems. This allowed users to leverage a 360-degree view of SAP business objects by storing attachments in a centralized repository within xECM’s Business Workspace.
To optimize storage and reduce system load, the company successfully migrated documents from SAP Content Server to OpenText Archive Center. This transition significantly lowered storage costs while enhancing document retrieval speeds and long-term accessibility. Additionally, the integration of SAP Service and Asset Manager (SSAM) and SAP Field Service Management (FSM) Cloud applications with xECM ensured that critical documents were readily available within Business Workspaces, further enhancing operational efficiency.
Results & Benefits
The project resulted in: