An obvious scenario for the implementation of this product is any company that would like to implement electronic document management, but requires certain documents to be legally signed from a compliance perspective.

If we look at the example of a multi-national oil and gas engineering company using the Documentum Document Management System.

All documents and drawings are stored within Documentum, organised by client and job specific details. If engineering work is required to be carried out for a specific client a lead engineer will gather together all the relevant documentation and drawings. They will then instruct the team of engineers to make the necessary alterations to the existing drawings or to produce new drawings.

The team will also define any special instructions or equipment that is required. Once all these materials have been assembled and checked they will be collated into a "work pack" and the Lead Engineer will electronically sign the "work pack". This electronic signature replaces his normal manual signature. The "work pack" is then accessed electronically by the actual on site staff carrying out the work. Once complete the on site staff electronically signs to confirm the work has been carried out in accordance with the stated plans and instructions. Quality Control and safety staff can then verify the work and counter sign.

This whole process is carried out electronically negating the need for any physical documents to be produced. This negates the overheads of not only storing the physical documents but the physical need for staff to be in specific locations to "wet sign" documents. This will produce not only a physical reduction in costs and productivity savings but allows documents to stay within the process control of the defined documents management systems, ensuring all works are carried out within process. There is no chance of a dropped page or a smudged photocopy eroding your corporate governance procedures and creating liability.