Did you know that most migration projects run over budget or, even worse, fail? This webinar discusses the potential problems and how to address them. The ability to mass move content is relatively straight forward but, from an information governance view, simply moving documents from one repository is not enough. Content that was unmanaged will remain unmanaged, continuing to expose organizations to risk. Understand the sophisticated techniques needed to ensure compliance and records management objectives are met, during the migration process: • The difference between migration and intelligent migration, and why it matters • How intelligent migration facilitates the entire migration process • Why compliance and governance go hand in hand with intelligent migration • What content optimization is, and why is it a critical component of intelligent migration • Why intelligent migration dramatically improves search Speakers: Michael Paye – Chief Technology Officer at Concept Searching Robert Piddocke – Vice President of Channel and Business Development

1. © Concept Searching 2017
Why Most Migration Projects Fail –
Don’t Be a Statistic
Michael Paye
Chief Technology Officer
Concept Searching
mikep@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Robert Piddocke
Vice President of Channel and Business
Development
Concept Searching
robertp@conceptsearching.com

2. © Concept Searching 2017
Robert Piddocke – Vice President of Channel and Business
Development is passionate about information management and
governance. He has worked for several information management
companies and assisted with a number of migration projects.
In addition, he is an information retrieval geek, who has authored
two books on SharePoint Search.
Michael Paye – Chief Technology Officer at Concept
Searching has been the driving force behind many of the
company's recent innovations, including the SharePoint Add-in and
hybrid search products. He has a wealth of experience across the
Microsoft platform and related technologies, and oversees all
product development.

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Agenda
• Who we are and what we do
• Success rate and other fun facts
• The business requirements
• Best practices – data profiling
• How long is this going to take?
• Records management
• Cloud migration
• Metadata and auto-classification
• The process
• Case study
• Takeaways

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• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Profitable, debt free
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’
8 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Client base: Fortune 500/1000 organizations in Healthcare,
Financial Services, Manufacturing, Energy, Professional Services,
Pharmaceutical, Public sector and DoD
• Microsoft Gold Certification in Application Development
• Member of SharePoint PAC and TAP programs
• Deployed as a full trust Add-in for all versions of SharePoint on-premises
and SharePoint Online, including the latest vNext dedicated platform and the
government cloud
The Global Leader in
Managed Metadata Solutions

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Concept Searching’s technology platforms deliver
semantic metadata generation, auto-classification and
taxonomy/Term Store management, and are fully
integrated with all versions of SharePoint on-premises,
Microsoft Online/Office 365, and OneDrive for Business
What Do We Do?
These infrastructure platforms integrate not only with
SharePoint but also other content repositories, search
engines and file shares, enabling our clients to add
structure and manage their enterprise content,
regardless of environment
The resulting classification metadata is used by clients
to deliver ‘intelligent metadata solutions’ in areas such
as enhanced search, migration, data privacy, records
management, policy enforcement, compliance, text
analytics, and business and social collaboration

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Unique Approach – Compound Term Processing
• Remains unique in the industry
• Ability to identify and correctly weight
multi-word concepts in unstructured text
6
Concept Searching
provides Automatic
Concept Term Extraction
Triple
Baseball
Three
Heart
Organ
Center
Bypass
Highway
Avoid

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Success Rate and Other Fun Facts
• Only 16% of migration projects were on time and on budget
• 64% were late
• Estimate for overtime overruns was 40%
• 37% were over budget
• More than half of survey respondents blamed poor, inadequate or
unrealistic scoping caused budget overruns
(Bloor Research Data Migration White Paper)
MIGRATION IS AN OPPORTUNITY

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Large Scale Projects Don’t Do Any Better
• Only 16% of these did not experience either time or cost overruns
• 19% of projects did not have a separate budget or a timescale for data
migration, so these could not be measured
• Of the remainder
• 3% went over budget but were delivered on time
• 46% went over time but not over budget
• 51% went over both time and budget
• How can you run over time but not go over budget?
• Appears to be easier to exceed timescales and stay within budget than
to do the reverse

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The Business Requirements
Critical First Steps
• Identify what information exists
• Determine what may need
migrating
• Determine how the business
needs to use the information
• Is migration the right response?
• How to maintain business
continuity
• Who needs access and how quickly?
• How is the information used?
• How do you need to read, edit, reuse,
print, publish, share or make use of the
information?
• Is it being kept because of regulatory
or historical preservation?
• Is the content still within the retention
period?
• How long do you need to keep it?
• Can it be archived or deleted?

10. © Concept Searching 2017
There is a gross underestimation of just how complex and
challenging a data migration can become. It is often perceived as a
data ‘shunt and grunt’ exercise, tagged on to the end of the much
higher visibility target implementation.
Data Migration Pro

11. © Concept Searching 2017
Best Practices – Data Profiling
• The quality of your project planning will influence any application that
uses metadata after the migration
• Search, data protection, records management, eDiscovery, text analytics
• 90% do not use data profiling* – ?
• Include quality analysis
• Almost all of you use hand coding
• Reactive or proactive?
• Data profiling by hand is typically unfeasible documents
(Bloor Research)

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Best Practices – Data Profiling
• What content is moving?
• What content can we get rid of? ROT
• How can it be grouped?
• What content requires special handling – privacy, undeclared records?
• What content requires changes?
• Most likely the metadata
• How volatile is the content?
• Data profiling outputs include lists that detail
• Content to be migrated in logical groups
• Content that requires special handling
• Content that will require changes along with the scope
• Do it before time and budget estimates

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Content Optimization
• 1% of corporate information is on litigation hold, 5% is in a records
retention category, 25% has current business value
• This means 69% of data most organizations keep can, and should,
be deleted (CGOC)
• 60% of documents are obsolete (eLaw)
• 3%-5% of files are lost or misplaced – annual losses to a Fortune 1000
company with one million files is $5M (Survey reported in Information Week)
• Companies typically misfile 2% - 7% of their records (New York City
Chapter, ARMA International)
• Costs $4-$7 to recreate it
• US managers spend an average of 4 weeks per year searching for
misfiled, mislabeled, untracked, or lost papers (Cuadro Associates)
• 90% of content is never accessed after creation

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Best Practices – Content Optimization
Content Optimization
• De-duplication
• Versioning
• Identification of records that were never declared
• Identification of content containing security
vulnerabilities
• Elimination of redundant, obsolete, and trivial content
• Addresses noncompliant content and content that
should be archived
• Can be used to auto-classify content from diverse
internal or external repositories
95% of your data is unstructured
Annual growth rate of
unstructured content is 120%

16. © Concept Searching 2017
Migration of Records
ISO standard 15489-1:2001
Defines records management as the field of management responsible for
the efficient and systematic control of the creation, receipt, maintenance,
use, and disposition of records, including the processes for capturing and
maintaining evidence of and information about business activities and
transactions in the form of records

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Best of Breed? Hardly
Solutions can be categorized into five broad categories
1. Preserving the original technology used to create or store the records
2. Emulating the original technology on new platforms
3. Migrating the software necessary to retrieve, deliver, and use the records
4. Migrating the records to up-to-date formats
5. Converting records to standard forms
Each has pros and cons

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Fundamental Problems in Records Management?
• The problem of content migration is not specific to records systems –
it is a universal problem
• Hampers the ability to manage content over a period of time, impacting
data privacy, eDiscovery, litigation
• The first generation of electronic records management system
specifications – everything from the US DoD 5015.2 that came out in
1998 to MoReq2 that came out in 2008 – did not attempt to tackle the
problem
• They told vendors what types of metadata to put into their products –
but they did not tell vendors how to implement that metadata

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Cloud Migration
1. Planning and assessment
2. Duplicate environments
3. Staff training
4. Third party migration tools
5. Leases and licenses
6. Migration consulting

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Exchange
• Emails are opened by only one third of recipients
• About 90% is junk
• Still must be managed
• Classification of emails and attachments as content is created or ingested
• Identifies unprotected security vulnerabilities, as well as confidential
information as defined by an organization
• Removes breach from search
• Sends to a secure repository, or person
• Disables download unless authorized
• Added value for compliance officers who
can identify vulnerabilities within the content
• Can migrate content to other content sources
• Retains existing security
AIIM notes that 87% of
organizations are concerned
about cloud chaos.
The desire to shift strategies to
embrace newer content
management tools has
refocused attention around
.migration and disposition.

22. © Concept Searching 2017
Reducing the Quality of Metadata
The process of migration is lossy
• Enormous amount of time to move metatada
• Most will not manually map content to new system counterpart metadata
• What are the approaches?
• Maintain the original application
• Cost of licenses fees and support
• Users will need to go to the old repository to retrieve information –
sooner or later they will forget
• Try to connect search policies to new and old system and execute search
• Poor search results and ranking
• Leave old application, fix new only
• Poor ranking
• Users need access to old system

23. © Concept Searching 2017
Auto-classification in Intelligent Migration
Solution
• Content migration is an opportunity to bring governance to existing
processes
• Ability to address high value content, content that should be deleted,
duplicate documents, records that were never declared, unprotected
privacy exposures
• Normalize systems that may have fallen out of compliance
• Opportunity to get rid of dark data, ROT, content garbage
• File shares to file shares, file shares to SharePoint, SharePoint to
SharePoint, custom action from any other repository – .NET code and
web services, plug-in architecture to custom develop content sources and
destination sources
After the migration, content is organized in a hierarchical format, managed internally,
and is comprised of multi-term metadata that is unique to each discrete piece of content

24. © Concept Searching 2017
How Long Is This Going to Take?
Specifically for a migration to the web, but most are applicable to an
on-premises environment
• Content needs to be rewritten for the web because it is not up to a certain
standard or has been copied directly from traditional media
• Content needs to be reorganized to fit a new information architecture
• Content is old or irrelevant and hasn’t been touched in the last five years
• Most of the content is no longer performing and not attracting many visitors
• No recent content quality analysis based on usage and conversion exists
• Project managers underestimate effort to manually convert and enter content
• Content is not fully separated from presentations, making automation difficult
• Metadata around content needs to be regenerated because classifications or
other systems have changed – retagging content becomes a major pain point
• Persistency of URLs can become a problem after automated content
migration – URLs can change and follow different patterns, turning defining
and implementing redirect systems into a difficult new project

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Situation:
• Global automotive organization
• 40,000 users
Challenge:
• Migration of over 20 million documents from SharePoint on-premises to
the Office 365 dedicated vNext platform
• Improved enterprise search and collaboration across 30 content sources
• Simplified access to information for a variety of stakeholders
Solution:
• conceptClassifier for Office 365 platform
Benefits:
• Cost reduction – decommission of 50 on-premises servers to 5
• Content now auto-classified and searchable in the cloud
• Ease of access to information
• Improved business production
Case Study – Not the Norm

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How Did the Process Work?
• Create a taxonomy
• Taxonomy designed for subject-matter experts
• Easy to use
• Begin auto-classification
• Update taxonomy using the taxonomy prompt ‘Suggest Clues from Class’
• Reiterate for content optimization, security breaches, records
• Index and classify the whole corpus in alignment with business
requirements

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What Was the Result?
• Reduced on-premises servers from 50 servers to 5
• Achieved immediate improvements in enterprise search and eDiscovery,
enabled concept based searching
• Accomplished in two weeks
• Successful migration of 20 million documents

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Takeaways
• See migration as an OPPORTUNITY
• Reduce your risk through content optimization
• Planning is a key component
• Failure due to poor planning and budget overruns

30. © Concept Searching 2017
Thank You
Michael Paye
Chief Technology Officer
Concept Searching
mikep@conceptsearching.com
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Robert Piddocke
Vice President of Channel and Business
Development
Concept Searching
robertp@conceptsearching.com