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Migrating to Alfresco Part II: The “How” – Tools & Best Practices for Renovating your ECM System

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In the first presentation of this Migration series from Alfresco Partner of the Year, Zia Consulting, we focused on the “Why” and the “What”: Why should you migrate to Alfresco and What people are …

In the first presentation of this Migration series from Alfresco Partner of the Year, Zia Consulting, we focused on the “Why” and the “What”: Why should you migrate to Alfresco and What people are migrating from. We looked at the costs associated with legacy ECM systems–both license and maintenance costs–as well as the costs associated with systems that aren’t being used, won’t integrate with your critical business applications, or won’t support modern initiatives including cloud and mobile. We then discussed moving from technologies like Documentum or Sharepoint, as well as moving from embedded or vertical-specific ECM systems, or even moving from content repositories in files shares or email.

For this second presentation of the Migration series, we focused on the “How”. Specifically, we covered:

-Best practices for migrating your content to Alfresco based on experience from dozens of successful Alfresco migration projects
-Recommended approaches for “phased” migrations
Opportunities for “multi-repository” solutions, keeping existing documents within legacy systems
-Migrating records to Alfresco Records Management (RM) 2.1

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  • 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 /webinars/ ts o .com/even ns-alfresc .alfresco / t ion-solut io ht tp:/ w w w ecm-migra oving-easy m m/migrate o onsult ing.c c / p:/ w w w.zia 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