This document discusses best practices for migrating content management systems. It begins with an overview of why migration is important for enterprises with multiple legacy systems. It then covers discovery methodology, including analyzing content volume, changes, metadata, sources and target location. Extraction of content from source systems and transformation of metadata and business rules is also discussed. The document provides case studies on migrations and pricing guidelines to estimate the cost of a migration project. It promotes using experienced partners and established methodologies to minimize risks.

1. M igrat ion &
ECM
Renovat ion
EO
M ike Mahon – C
lting.com
mike@ziaconsu
CM S olutions
ris – Director E
Kristen Har
sulting.com
kharris@ziacon
Series

2. PART 1:
M igrate to

3. tion Agenda
T ime: ECM Renova
Last
ECM today
problem?
Do I have a
migrate?
W hy
not to do!
hat to do &
W
Ho
?
oes it cost
w much d

4. t ion is crit ical
Renova
ms
ontent platfor
le c
d with multip
e
face
nology to mak
day are often
to
tech
“Enterprises
g strategy or
lyin
out an under
easily access
with
ies
and
and repositor
lity to quickly
abi
ice
hey need the
ugh self-serv
onable. T
thro
the data acti
e it available
mak
rmation and
nfo
d repurpose i
an
h
r tner Researc
annels.”
ch
P Ga
nneth Chin, V
Ke

5. T he Challenge
Business =
Governance
Security
Reliability
Scalability
Connected
Happy Users
Lower Costs
Future-proof
Mobile
Cloud
Users =
Ease of Use
Collaboration
Data with me
Enough BP
Easier Job
Mobile

6. missed PART 1:
In case you
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ecm-migra
oving-easy
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onsult ing.c
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ht t

7. PART 2:
to M igrate

8. ct ices and Tools
“How” – B est Pra
T he
et hodology
M
n process
e migrat io
n th
ak ing dow
Bre
ase studies
A few c
Techniq ues
Tools &
T he RO I

9. h o d o lo g y
rat ion Met
M ig
!
st, plan , GO
e
lan , plan , t
P
amework
Follow a fr
Discovery
Extraction
Methodology
strategic
rstand t he
Unde
at ions of
ct ical implic
and ta
t he project
Transformation
Business Rules
Content
Migration
Auditing &
Indexing
Final
Verification

10. Discovery
Methodology
Extraction
Transformation
Workflow Creation
Content Migration
Auditing & Indexing
Final Verification
ss Drivers
Busine
uirements
Key Req
• Checklist
fo
Content In

11. Discovery
• Checklist
tent Info
Con
Volume of Data
Volume of Data
Provides
guidance for
runtime of
migration

12. Discovery
• Checklist
tent Info
Con
Volume of Data
Changes to Documents
Changes to
Documents
Need to
manage and
support
incremental
migration?

13. Discovery
• Checklist
tent Info
Con
Volume of Data
Changes to Documents
Metadata & Properties
Metadata &
Properties
How critical
is the data
about the
data?

14. Discovery
• Checklist
tent Info
Con
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Sources of
Content
Tool
choice
and
approach

15. Discovery
• Checklist
tent Info
Con
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Target Location
Target Location
Readiness
of
platform

16. Discovery
• Checklist
tent Info
Con
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Target Location
Document lifecycle
Document
lifecycle
Need for
custom
code?

17. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
ht content
rig
et t ing t he
G
m
details) fro
g
d support in
(an
ms
urce syste
so
,
, metadata
ure
ails: struct
Det
ps,
users, grou
ts ,
tegories, lis
ca
acy
d ot her leg
an
r missions,
pe
ns
CM funct io
E

18. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
and
p content
a
tage and m
S
r
preserve o
details to
repurpose

19. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
w
w about ho
kno
hat do we
W
ed?
as b eing us
w
he content
t
t o h ow t h e
p
Does it ma
d?
t will b e use
conten
and
f mapping
no
1st validat io
int
al checkpo
it ic
ves as a cr
ser

20. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
ns
preparat io
m
rget syste
Ta
,
(struct ure
completed
c.)
, groups, et
ers
tadata, us
me
nd
cuments a
do
sert / Load
In
tem
et ECM sys
arg
tails into t
de

21. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
a
trail of dat
dit
Detailed au
or handling
err
at ion wit h
migr
g
and tracin
d report ing
an
Stat ist ics
?)
you req uire
do
(how much
d
an b e foun
tc
ure conten
En s
g
wit h index in
ed
and leverag

22. Discovery
Methodology
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
, errors, etc
rail
iew audit t
Rev
Perfo
d
lidat ion an
r m user va
test ing
ute
n and exec
Pla
g of legacy
ionin
ecommiss
d
systems

23. gy Are Crit ical!
nce & Met hodolo
E xperie
Embrace Change
Assessment
Final
Valida-on
Extrac-on
Trust & Transparency
Valida-on/
Cleanup
Migra-on
One Team
Taxonomy
&
Metadata
Mapping
Business
Rules
&
Workflow
User,
Roles,
Permissions
Quick Iterations

24. owledge Base
Case St udy: Kn
• Customer support portal/knowledge articles
• Tool used: open source and custom export/import
Volume of Data: Relatively small < 20,000 documents
Changes to Documents: Critical to not disrupt in-process editing and workflows
Metadata & Properties: All content and properties in legacy database
Sources of Content: Internally developed legacy database solution
Target Location: Alfresco Share (with UI customization)
Document lifecycle: Business rules and workflow were central to process

25. he Enterprise
St udy: Around t
Case
•
Information technology research and advisory company
•
Enterprise ECM Renovation – removing legacy embedded ECM
•
Tool used: various, depending on requirements
Volume of Data: Medium 500,000+ documents
Changes to Documents: Some critical integrations with ERP and other systems
Metadata & Properties: many legacy document types, rules, and properties
Sources of Content: Documentum, share drives
Target Location: Alfresco Share (with minimal UI customization)
Document lifecycle: Depended upon source being migrated

26. s of Documents
ase St udy: M illion
C
• Public e-filing of state, district and local court documents
• Tool used: Bulk file system import
Volume of Data: Large, 25 million pdf documents
Changes to Documents: process needed to account for daily updates to data
Metadata & Properties: 15+ metadata fields to be preserved
Sources of Content: Lexis Nexis and legacy file systems
Target Location: Alfresco repository back-end; custom front-end
Document lifecycle: minimal support; only updates to documents

27. Techniq ues
Tools &
Bulk File Import &
Open Source Toolsets
Bulk migrate files, metadata,
and versions
Lazy or “In Place” Migrations
High Volume migration
platform
Mirror on-disk file system
folders and files
Virtual Repository used for
discovery, framework, and
migration of content and
details
Full featured user interface
with framework for all steps in
migration
Supports to/from many
standard ECM systems with
connectors
Comprehensive audit and
reporting
No/minimal auditing support

28. Get t ing Started
RO I:
Assess
Current
Situa-on
Start wit h business
just if icat ion
Understanding &
selling t he RO I
Break
it
Down
Determine
Costs
(HW,
people,
storage)
Don’t go it alone!
Cost
of
Doing
Nothing
Benefit
to
LOB

29. xpensive?
Is It E
Is it Risky?

30. Pricing
Guidelines
Es/mate
as
of
January
2014
Number
of
Files
Small
Medium
Large
XL
<=
400,000
<=
2,000,000
<=
4,000,000
>
4,000,000
<=
3
<=
8
<=
15
>
15
<=
500
<=
1,000
<=
4,000
>
4,000
Number
of
Document
Types
<=
8
<=
15
<=25
>
25
Number
of
Workflows
(number:average
steps)
1:10
3:10
5:15
>
Number
of
Integra-ons
<=
2
<=
4
<=
8
>
8
Dura-on
2.5
–
3
Months
3
–
4
Months
4
–
6
Months
>>
Licensing
$60,000
$120,000
$180,000
Custom
$80K
-­‐
$120K
$120K
-­‐
$240K
$240K
-­‐
$360K
Custom
Number
of
Departments
Involved
Number
of
Users
Total
Services
Cost
Note:
This
is
a
sizing
guideline,
each
variable
is
a
lever
that
adjusts
price.
Please
call
for
a
free
assessment
&
quote.

31. t’s Next?
W ha
Renovation Roadshow 2014
Atlanta – Thursday, January 30th
New York City – Wednesday, February 12th
Silicon Valley - Tuesday, March 4th
Details can be found on:
http:/
/www.ecmrenovation.com/
Find us on the Web:
http:/
/www.ziaconsulting.com/resources
http:/
/www.ziaconsulting.com/migrate
http:/
/www.contentpeople.com

32. Quest ions?
EO
M ike Mahon – C
lting.com
mike@ziaconsu
M S olutions
is – Director EC
Kristen Harr
sulting.com
kharris@ziacon