TTX
TTX Secures Sensitive Rail Data and Improves Document Workflows with M-Files
Highlights
- Enhanced security for sensitive rail car data
- Streamlined document management across multiple departments
- Reduced reliance on VPN through cloud-based access
- Customized workflows and metadata tagging
Use Case
Knowledge Management
Risk Management
Security & Compliance Management
Industry
Transportation
Country
United States
Share This Story
Company Introduction
TTX Company (TTX), a North American railcar pooling company, is a key player in North America’s rail transportation industry, managing and pooling railcars for the eight major Class 1 railroads. The company handles sensitive data which must be secured from unauthorized access. TTX’s information management needs span across multiple departments, each with unique requirements.
One specific hardcopy set of sensitive rate information TTX is responsible for managing required significant manual effort. Using this particular workflow as a case study, TTX partnered with ImageX to explore opportunities to extend its capabilities regarding the access to, distribution of, and security controls for this specific hardcopy information, further enhancing TTX’s protective measures for information it is charged with safeguarding.
TTX then implemented M-Files as its knowledge work automation solution to address this effort and for its applicability across departments. The phased rollout started with the Human Resources (HR) and Law departments, before expanding to include Finance, IT, and Fleet Management. The M-Files system introduced centralized document management, metadata tagging, and enterprise search, significantly improving operational efficiency and compliance across the organization.
Key Challenges Before M-Files
Need for a Secure Knowledge Work Automation Solution
TTX needed a knowledge work automation solution that could secure sensitive rail data with strict confidentiality. The existing case study process relied more on manual effort versus more automated capabilities to comply with data governance standards.
Efficient Document Handling Across Departments
Each TTX department had different requirements, from legal compliance in HR to data retention in Finance and IT. Existing content platforms did not address the unified, automated retention and security features that TTX required, leading to more manual intervention. TTX needed a flexible solution that supported custom workflows and tagging to meet each department’s unique information handling needs.
"M-Files has delivered a quantum leap forward with confidential document sharing for this case study for TTX. The ability to watermark, restrict printing, and enforce access controls has elevated TTX’s document security to a new level."
James Fitzgerald, General Manager – Fleet Analytics and Process Optimization, TTX
The M-Files Solution
Comprehensive Information Management and Custom Workflows
TTX selected M-Files for its robust knowledge work automation and information management capabilities, including enterprise search, advanced metadata tagging, and document classification. M-Files lets TTX centralize content management across departments while preserving the flexibility to meet department-specific requirements. For example, the HR department integrated M-Files with Oracle’s Human Capital Management (HCM) module, streamlining document handling for employment records and delivering secure, role-based access.
Indira Mohan, Program Manager, TTX, said, “TTX evaluated multiple platforms, and M-Files stood out for its enterprise search, metadata tagging, and compliance features, which scored highly compared to other solutions. TTX wanted proper governance, efficient workflows, and effective knowledge sharing for both unstructured and unmanaged data across TTX. M-Files provided the necessary capabilities to centralize data and move the company towards a cloud-based solution.”
Secure Sharing with M-Files Hubshare
M-Files Hubshare collaboration solution provided a secure platform for sharing sensitive documents, especially TTX’s rate information (“Yellow Card”) with restricted rail contacts. This lets TTX restrict access, disable printing, and watermark documents with user-specific identifiers, deterring unauthorized sharing. Eliminating the need for physical distribution of sensitive documents delivers a fully digital, cloud-based approach that enhanced TTX’s security and efficiency. This addressed a critical need for TTX’s Fleet Department, driving compliance with data security standards while facilitating controlled access for authorized users.
James Fitzgerald, General Manager – Fleet Analytics and Process Optimization, TTX, said, “TTX is transforming how it manages information across departments by adopting M-Files, delivering security, compliance, and operational excellence in its vital role as the repository of North America’s railcar pooling data. M-Files offers TTX a dynamic, secure system that meets the business’s specific requirements, further protecting data privacy while enhancing internal collaboration.”
The Results
Improved Security and Compliance
TTX has achieved a secure knowledge work automation system with M-Files that fully meets its compliance and data privacy needs. TTX has augmented security with its proprietary information and furthered its compliance responsibilities by implementing customized access controls, automated retention policies, and watermarking for sensitive documents. TTX has also reduced its reliance on VPNs for document access since transitioning to M-Files, streamlining security protocols, while the transition to digital document sharing has reduced the reliance on physical copies, minimizing risks associated with manual distribution.
“TTX and M-Files approached the implementation by addressing specific use cases, ensuring that each department’s unique requirements were met while aligning with company-wide governance and retention policies. One of TTX’s key objectives was to apply automated retention policies to improve governance and reduce reliance on manual processes. M-Files centralizes TTX’s company records, delivering better data privacy, security, and ease of use”, Indira said.
Enhanced Efficiency Across Departments
The centralized M-Files platform lets each TTX department operate efficiently within a single, secure environment. HR, Legal, Finance, and IT teams can now manage content according to specific requirements, while enterprise search capabilities have reduced time spent on document retrieval significantly. The Fleet Department has also reported increased operational efficiency due to reduced document handling and easier access to critical data.
"TTX is transforming how it manages information across departments by adopting M-Files, delivering security, compliance, and operational excellence in its vital role as the repository of North America’s railcar pooling data. M-Files offers TTX a dynamic, secure system that meets the business’s specific requirements, further protecting data privacy while enhancing internal collaboration."
James Fitzgerald, General Manager – Fleet Analytics and Process Optimization, TTX
Continued Success
TTX will expand its M-Files usage across additional departments in 2025, focusing on integrating AI-driven analytics and automating workflows. The company is exploring additional enhancements, including automated notifications for M-Files Hubshare, to further enhance knowledge work automation efficiency and improve responsiveness to regulatory requirements. Potential future M-Files applications include document sharing across a broader range of documents, streamlining TTX’s compliance and operational practices even further.
The Bottom Line
- Strengthened data security with controlled access and user-specific watermarking for sensitive documents.
- Enhanced compliance with automated retention policies and robust metadata tagging.
- Reduced reliance on physical document distribution through paperless, cloud-based sharing.
- Established foundation for expansion to over 2,000 users and integration of advanced AI-driven features.
Partner
ImageX
ImageX is a woman minority-owned small business in Reston, Virginia that provides secure information management solutions to the federal government, the healthcare industry, and businesses alike.
With over 30 years of expertise, imageX streamlines record organization and retrieval by offering document management software (M-Files), secure document scanning, scanning hardware and hardware maintenance. ImageX remains dedicated to fulfilling the information management needs of its clients. By delivering exceptional services and innovative solutions that align with industry best practices, imageX consistently addresses the evolving demands of modern businesses. Organizations can rely on imageX as their trusted partner that adheres to the highest standards of excellence.
Contact
ImageX
+1 703 883 2500
Why M-Files?
M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
