Consolidation and migration of the document management system for O2 Czech Republic a.s.

O2 Czech Republic a.s. is one of the largest integrated telecommunications service providers in Czechia. It manages nearly eight million mobile and fixed lines and is one of Europe's leading operators offering fully convergent services for households and businesses.

O2 Czech Republic operated dozens of storage facilities for SAP systems and used two different document management systems. This environment was demanding in terms of management, costs, and security. Based on an internal analysis of operational efficiency, a decision was made to centralize document storage into a single system. O2 chose IBM FileNet P8 as its strategic platform, to which all necessary data was gradually migrated. The goal of the project was to significantly reduce licensing, maintenance, and operating costs while simplifying the IT infrastructure and applications connected to SAP.

Aricoma (formerly AUTOCONT), in cooperation with O2 Czech Republic, conducted a comprehensive analysis of the existing environment and proposed its consolidation and optimization. Based on the proposal, it subsequently migrated documents and key applications to a new unified document management system. The result was a reduction from 43 original storage locations to just four.

In addition to the storage locations themselves, it was also necessary to replace a number of outdated applications linked to the old systems, such as LiveLink Archive, DocuLink for SAP Solution, OpenText Imaging, and other tools for displaying and managing documents.

The central element of the new infrastructure is the IBM FileNet P8 system, which has been fully integrated with the SAP environment. All content—scanned documents, electronic invoices, and archived data—has been migrated to FileNet while maintaining full connectivity to objects in SAP. New documents are now stored in the repository automatically in real time.

The migration involved five SAP instances (ERP, SRM, RMCA, LOS, and BW) and included all 43 original archives. After completion of the project, only four consolidated repositories are now operated from the SAP perspective.

As part of the replacement of the LiveLink system, a new way of displaying large print reports was also designed. Standard SAP tools were unable to handle outputs larger than 2 GB efficiently. Aricoma therefore developed its own ALFviewer module, which is integrated into the SAP GUI and allows not only viewing but also searching in large data reports.

The solution also includes our own P8 Document Pipelines tool, which ensures batch imports of documents from various sources – from scanned invoices, emails, and data boxes to documents from courts and collection agencies. The import process also includes automatic conversion of selected documents to PDF format using Adobe LiveCycle.

In a follow-up project, the use of the P8 Document Pipelines tool was extended to include the migration of issued invoices from other historical repositories. Whereas previously it was necessary to develop a separate connection to SAP for each legacy repository, now all documents are connected to the system in a uniform and standardized manner.

The total migration covered nearly half a billion documents, making it one of the largest projects of its kind in Czechia. The process of bulk scanning paper supplier invoices was also redirected to the Kofax Capture system, automating and streamlining their processing.

From the perspective of long-term archiving, the O2 STA platform was also implemented, which serves as a trusted repository for electronic documents with an electronic signature and time stamp – fully in accordance with legislative requirements.

Thanks to a comprehensive approach, technical expertise, and close cooperation between Aricoma and the O2 team, a robust, secure, and sustainable document management solution was created. The result is a unified and efficient platform that supports O2's digitization and long-term strategy in the area of operational efficiency and modernization of IT infrastructure.