Challenges

Energy is a highly regulated sector, requiring the company to manage vast, critical documentation
Need to ensure 900+ users can always access the latest, approved document versions
Wanted a flexible document management system that offered efficiency and usability while maintaining stability

This Nordic energy company generates and delivers clean energy across the region—with over 98% of its electricity production being CO₂-free. Operating in a highly regulated sector, the energy company must manage vast amounts of technical documentation, procedures, instructions, and controlled documents with uncompromising stability and security.

For an industry where safety, operational integrity, and up-to-date information are mission-critical, there is no room for error. The Nordic energy company needed a document management system robust enough to handle decades of operational and regulatory records—and flexible enough to evolve alongside the industry’s demands for efficiency and usability. The critical challenge was ensuring every user, from office staff to plant floor workers, could always access the latest approved version of any document for safety and operational integrity.

My mission, which is near my heart, is to give our employees a good user interface that they like to use, that they want to use, and that is stable.

Mari Lassas
Senior System Manager

Solution

The Nordic energy company chose OpenText™ Documentum™ Content Management (CM) as its central platform. This strategic, long-term partnership has evolved into a user-centric system that unifies content and case management to help deliver clean energy.

Products deployed

OpenText™ Documentum™ Content Management

Ignite high-volume content with scalable document management software

Leveraging stability and reliability in one platform

The Nordic energy company is a long-term customer of OpenText—their journey began in 1997—making this company one of the first users of the OpenText solution in Finland.

Before, The whole OpenText Documentum Content Management platform, it's so stable. And we’ve been using it for over 25 years," said Mari Lassas, IT department representative. “This inherent stability is crucial for our facility, where system uptime and data integrity are non-negotiable.”

Refining a user-centric interface

The Nordic energy company empowers employees—whether working in offices or on the plant floor—to easily access, review, and update critical documents. Over the years, the energy company has continually refined its user interface, developing a custom client that unifies both document management and case management.

A single interface simplifies user experience. "My mission, which is near my heart, is to give our employees a good user interface that they like to use, that they want to use, and that is stable," Lassas said.

Automated workflows guide every document through commenting, review, approval, and archiving—ensuring compliance with strict industry regulations and inspections.

The Nordic energy company utilizes OpenText Documentum CM's workflow capabilities extensively. Recent improvements to their workflows allow supervisors to add or remove users even while the workflow is in progress, enhancing flexibility.

Employing robust access management

In a highly regulated industry, controlling who sees what is critical. "The most important thing where OpenText Documentum Content Management is good is access management," stated Lassas. "We have to be sure that when a user goes into OpenText Documentum Content Management and searches specific instructions, he or she gets the latest approved version of the document. That is so, so important."

OpenText Documentum CM provides the necessary controls to ensure this, including managing confidential documents and different user access levels, all within a single source of truth.

"All technical documentation, correspondence, memos, administrative documents, instructions, procedures, every controlled document is in OpenText Documentum Content Management," Lassas confirmed. "And that's the only place, the official place for controlled documents."

OpenText Content Aviator has the potential to make our people five times more productive. Finding the right information faster—and knowing it’s accurate—will help us tackle challenges ahead while keeping our operations safe and efficient.

Mari Lassas
Senior System Manager

Results

The Nordic energy company achieved 25+ years of stable OpenText Documentum Content Management operations, empowering 900+ employees with a user-friendly system. Enhanced access and automated workflows ensure compliance, boost productivity, and support clean energy delivery.

Achieved a 99% resolution rate for user support tickets

The Nordic energy company’s focus on a user-friendly and stable system has paid off. Users can easily read, search, create, update, comment, review, approve, and distribute documents, with the entire lifecycle managed within OpenText Documentum CM. Automated workflows save time on approvals and version control, allowing staff to focus on their core responsibilities. The ability to search and retrieve documents quickly allows users to get the information they need efficiently, saving valuable time.

Plus, the system's ease of use and stability means users can focus on their jobs without struggling with the application. User support tickets for OpenText Documentum CM boast a 99% resolution rate, indicating a highly responsive and effective support system for employees.

“OpenText Documentum Content Management has been incredibly stable and user-friendly for us. My mission is to give our employees a system they want to use—so they can do their jobs without worrying about the technology,” said Lassas.

Ensured regulatory compliance and safety

The system’s robust access management capabilities are crucial, guaranteeing that users only see the appropriate, latest approved versions, which is paramount in a highly regulated environment.

Authorities regularly check the energy company’s compliance, and OpenText Documentum CM helps them consistently pass these audits. This directly contributes to strengthening workplace and public safety by ensuring everyone has access to accurate, up-to-date procedures and instructions across vast amounts of technical documentation, procedures, instructions, and controlled documents.

Prepared for AI and other future-ready capabilities

As the Nordic energy company shapes the future of clean energy in Europe, it continues to invest in modernizing its document management environment—from UX improvements and upgraded workflows to AI-enhanced search with OpenText™ Aviator™ and new biometric security options.

The Nordic energy company sees OpenText Aviator as a key opportunity to transform how employees find and use information. Today, staff rely on keywords and manual searches within OpenText Documentum CM. With OpenText Aviator’s AI-powered capabilities, the energy company aims to enable natural language queries—empowering users to ask complex questions, find related equipment histories, and generate insights faster than ever before. The goal is to boost productivity and decision-making while maintaining strict compliance and security controls.

"For instance, I’d like to say, ‘Give me a list of all the same kind of pumps and valves that have had the same kinds of faults during the past ten years and how they have been repaired.’ AI would provide precise answers, far beyond traditional keyword searches, further accelerating information access,” explained Lassas.

"I think that it will be absolutely the most interesting and biggest thing what's next going to happen," Lassas continued. “OpenText Aviator has the potential to make our people five times more productive. Finding the right information faster—and knowing it’s accurate—will help us tackle challenges ahead while keeping our operations safe and efficient."

By working closely with OpenText, the Nordic energy company ensures its people have the tools they need to deliver safe, reliable, sustainable energy—while meeting the highest standards of operational integrity.

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