EcmaSuite delivers two purpose-built solutions — EcmaServer for enterprise content management and EcmaSite for long-term digital archiving — deployed on your own infrastructure, under your complete control.
EcmaSuite encompasses two complementary systems that together cover the full information lifecycle — from the moment a document enters your organization to its permanent preservation decades later.
EcmaServer is a full-featured enterprise content management system that manages documents, records, and business processes throughout their active lifecycle. From capture and classification to workflow automation and controlled collaboration, EcmaServer is the operational hub for your organization's content.
EcmaSite is a certified digital archiving platform designed for the long-term preservation of records that must remain authentic, accessible, and legally admissible for decades. Built around international archiving standards, EcmaSite is the trusted repository for your organization's permanent and semi-permanent records.
Explore the capabilities that set EcmaSuite apart from conventional document management systems.
EcmaServer accepts content from any source — scanners, email, shared drives, ERP exports, web forms, and mobile devices — and intelligently prepares it for storage, routing, and retrieval.
Certified drivers for all major MFP and production scanner brands. Supports batch scanning with separator sheets, barcodes, and patch codes.
Full-text OCR for scanned documents and ICR for handwritten forms. Structured data extraction populates index fields automatically.
Automatic ingestion of inbound email and fax via rules-based routing. Attachments are extracted, classified, and filed independently.
iOS and Android apps allow field staff to photograph, annotate, and submit documents directly into EcmaServer workflows from any location.
EcmaSuite implements a complete records management framework — from declaration and classification through to retention enforcement and certified disposal — in compliance with ISO 15489 and national records legislation.
Documents are declared as records manually or automatically based on classification rules, locking them against modification and initiating the retention clock.
Define complex retention rules by record class, department, or regulatory requirement. The system automatically tracks and enforces retention periods.
Suspend automatic disposal for records subject to litigation or investigation. Holds are tracked, communicated, and released under controlled authorization.
Disposal workflows require documented authorization at each stage. A complete certificate of destruction is generated and archived for every disposal event.
EcmaServer's visual workflow engine connects document events to business actions — approvals, notifications, data updates, and integrations — without custom development.
Drag-and-drop BPMN 2.0-compatible workflow builder. Design approval chains, parallel tasks, conditional routing, and escalation rules without code.
Configurable alerts via email, SMS, and in-app notifications. SLA timers trigger automatic escalation to supervisors when deadlines are missed.
Embedded e-signature steps with legally compliant audit trails. Supports internal signing and integration with third-party signature providers.
Workflow steps can read from and write to SAP, Oracle, and other enterprise systems via REST API, ensuring documents and business data stay synchronized.
EcmaSuite's search infrastructure indexes every character of every document, making your entire content repository discoverable through a single, intuitive interface.
Every word in every document is indexed — including scanned PDFs processed by OCR. Boolean operators, proximity search, and wildcards are supported.
Combine keyword search with metadata filters — date range, author, classification, status, department — to rapidly narrow large result sets.
A single query can span EcmaServer, EcmaSite, and connected external repositories simultaneously, returning unified results regardless of where content lives.
Users can save frequent queries and subscribe to alerts when matching content is added or modified — keeping teams informed without manual checking.
EcmaSuite's multi-layered security model ensures that access to sensitive content is precisely controlled, thoroughly audited, and demonstrably compliant with your organization's governance requirements.
Permissions are defined by role, group, and document classification. Access rights cascade through the folder hierarchy and can be overridden at the document level.
Every action — view, print, download, edit, share — is logged with user identity, timestamp, and IP address. Audit logs are write-once and tamper-evident.
Content is encrypted at rest and in transit. Encryption keys are managed by your organization's key management infrastructure, not the vendor.
Native integration with Active Directory, LDAP, and SAML 2.0. Users authenticate once through your existing identity provider — no separate credentials.
EcmaSuite is designed for organizations that require full control over where their data resides and who can access it. Every deployment model gives you complete ownership of your content, with no vendor cloud dependency.
Compliance is not a feature layer added onto EcmaSuite — it is an architectural principle. Every component of the platform is designed to support the demonstrable compliance requirements of government agencies, financial institutions, healthcare organizations, and other regulated sectors.
EcmaSuite ships with industry-specific content models, workflow templates, metadata schemas, and compliance packs — reducing implementation time and ensuring immediate alignment with sector requirements.
Central ministries, local authorities, and national agencies managing public records, legislative documents, and citizen correspondence in compliance with national records legislation.
Cabinet & ministerial recordsCommercial banks, central banks, and financial regulators requiring auditable custody of loan files, KYC documentation, and regulatory correspondence over long retention periods.
KYC · Basel · AuditHospital groups, health authorities, and pharmaceutical companies managing patient records, clinical trial documentation, and medical device submissions with HIPAA compliance.
EHR · Clinical · HIPAACourts, law firms, and in-house legal departments managing case files, precedents, and legal correspondence under strict chain-of-custody and privilege requirements.
Matter management · eDiscoveryEnergy companies and utilities managing engineering drawings, environmental permits, asset maintenance records, and HSE compliance documentation across decades-long asset lifecycles.
Engineering docs · Permits · HSEUniversities, research councils, and national archives preserving academic records, research datasets, and cultural heritage materials for the long term.
Student records · Research data"After evaluating several platforms including OpenText and Hyland, EcmaSuite was the only solution that met our on-premise requirements and satisfied our national records authority. The deployment covered 23 ministries and was completed on schedule."
"Migrating 40 million documents from our legacy system was handled professionally and without data loss. Our ISO 15489 audit results improved dramatically in the first year. EcmaSite's retention automation alone has saved our records team weeks each quarter."
"EcmaSite preserves our patient records and clinical trial files with a level of integrity and auditability we couldn't achieve before. The implementation team understood healthcare compliance deeply — it showed in every configuration decision."
Speak with an EcmaSuite solutions architect to discuss your deployment requirements, compliance mandates, and implementation timeline. No commitment required.