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Open Text Contract Management

Optimal support for your contract processes

The pace of global business operations is accelerating all the time. Keeping information secured, backed up, easily accessible is becoming the key to competitiveness. As well, regulatory legislation requires that business-critical documents are efficiently administered and preserved throughout their entire lifecycle, in order to fulfill compliance guidelines.

Contractual documents form the legal basis for protecting business transactions, and almost all areas of an enterprise create contracts that affect more than one department. Whether it’s an employment contract, purchase agreement, maintenance contract or collaboration agreement with a business partner, completeness, validity, traceability and inalterability must be guaranteed if a company is to protect its commercial interests and make the right decisions at the right time.

Many people are involved in creating a business contract, requiring input from many departments. For example, Production and Marketing are responsible for the product description and pricing; Sales and Distribution handle customer service; Logistics delivers the product; and the Legal department ensures that the company’s interests are protected.

Open Text Contract Management ensures that people in various company departments, divisions and regions can work together to support all processes relating to a contract throughout its lifecycle—from creation through fulfillment and modification to termination.

Click each of the following features to learn more about the key capabilities of Open Text Contract Management:

• Central repository and access control

  Store and manage all types of document formats, including contracts in electronic files to ensure full transparency on business transactions. Protect sensitive information from unauthorized access with a multi-level authorization model.

• File management

  Dynamic allocation of templates and assignment of metadata, roles and permissions using a wizard technology. Structured and automatic storage of transactional content such as contracts and exhibits, and correlating information in Transaction Binders and Contract Files.

• Paper capture

  Documents are scanned to ensure media consistency and guarantee record completeness. Barcode functionality allows automated capture of signed contracts and stores them in the right place.

• Follow-up management

  Follow-up Management functionality allows you to monitor rights and obligations resulting from a contract, such as cancellations, deliveries or option rights.

• Information retrieval

  Search across active and archived content. Highlights key terms based on metadata, XML, and natural language queries. Information on contract partners is searchable in the Contract Partner Database.

• Process automation

  Connect people and information to integrate quality assurance activities into your review and approval processes. Reduce periods of inactivity, achieve shorter lead times, and improve quality through confidentiality principles.

• Revision-proof archive

  Ensure contract lifecycle meets regulatory and standards provisions: secure, revision-proof, complete, compliant and reproducible without loss, and integrated with a database-assisted search engine.

• Distributed teams

  Bring contract teams together in a collaborative ECM framework. Allows for full transparency on each person and role assigned. Access to predefined contractual data can be permitted to external parties.

• Systems integration

  Seamless integration with the Microsoft Windows/Office environments. Contracts and documents held in the system can also be linked to ERP transactions, which can be displayed in the Contract Lifecycle Management interface.

• Client management

  Satisfy the requirements of individual departments or entities by managing multiple, independent contract management clients.

• Reporting

  Make decisions faster by analyzing your contracts and export the results to Microsoft Excel (for example, contract volume, deadlines, and so on).

• Virtual Folders

  Allow multi-dimensional, dynamic access to contracts with flexible configurable views on information (for example, contracts by contract partner, status, region, and so on).

  
  

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