ECM Migration Webinar - Move to SharePoint


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Are you using an outdated Legacy ECM repository? Learn how to center your business around SharePoint for a LOW COST effective option by migrating content from legacy ECM to a centralized SharePoint infrastructure. KnowledgeLake's Migration solution provides planning and analysis that address business as well as technical issues, including the costs associated with migration.

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  • Experienced staff – As I stated previously, our core business isDocument Imaging. And we have clients that have document imaging SharePoint libraries with more than 15 million documents. Our experience in the industry has revealed that a successful migrationis the result of understanding how to effectively utilize SharePoint as a document imaging repository and careful planning and knowledge of SharePoint and the legacy system. Our staff has dozens of years experience in planning and performing migrations. We have experience with most of the common repositories in the industry as well as experience with one-off and home-grown repositories. Our SharePoint experts provide the knowledge on how to architect SharePoint to scale to a large document imaging repository and analyze your current legacy repository and business needs, and prepare the optimal migration plan.Flexible solution – The KnowledgeLake Migration Solution provides the ability to migrate from virtually any repository and contains the framework to customize a migration if necessaryProven process – We have migrated hundreds of systems from large to small in a variety of different industries and organizations. Our migration methodology provides the planning and analysis required to perform a Fast, accurate and low cost migration
  • Annual legacy maintenance fee – many organizations are paying vendors a premium maintenance fee. Many times a client can recognize an immediate ROI just based off the elimination of the annual maintenance feeInternal support costsTraining. Specialized training for your IT staff on a proprietary platform is no longer requiredStaffing. SharePoint trained resources are abundant in the industrySupporting multiple platforms – it’s very common for an organization to be supporting several different legacy platforms that have been implemented over the years. Many times we see several different FileNet systems deployed across various departments and even a combination of FileNet Image Services and FileNet Content Services. The ability to host all content on the same platform can help justify the benefit of doing a migration.Forced upgrades – many times to maintain your support from the legacy vendor, you may be forced into a costly upgrade. And many times this is simply a migration disguised as an upgrade.Custom Code may be costly to maintain and potentially re-write during an upgrade.Outdated and expensive hardware – such as OSAR (Optical Storage and Retrieval) units.
  • We had a client (CFI) that was able to reduce their maintenance by 80% and avoided an expensive, forced migration to new vendor platform (FileNet P8)What if you only had to renew 10% of your expensive legacy licenses? This is an option you should consider in an migration if you are not migrating the entire legacy platform. Maybe you can’t eliminate your annual maintenance immediately but potentially you can reduce it if one or more departments are being migrated.Current legacy maintenance (all of this needs to be validated)$500 per seat with a large legacy vendor1000 x 500 = $500,000 in annual maintenance Maintenance per seat with KL and SharePoint $40 + SP Maintenance x1000 = $40,000$160 per seat x 1000 = $160,000 license fee = SPA user could purchase KL and SP and migrate for less than the cost of the legacy annual maintenanceYou’d save $400,000 per year thereafter
  • Maybe not as big as you think - Large archives don’t mean long migrations -Concordia thought they had a 30M document migration but in reality is was only 12MPlanning and Analysis are the key to reducing the amount of time required to complete a migration. KnowledgeLake has a lot of experience in this area and can help you through this. Seg-way to next slide.
  • Why isn’t SharePoint part of your ECM strategy? – If your organization already has a technology investment in Microsoft then why not take advantage of it for ECM?
  • What is the volume of documents to be migrated to SharePoint? The volume of documents will be biggest indicator in how long the migration may take. Legacy systems with up to 3 million documents can be completed in several weeks. Very small migrations can potentially be completed inside of a week.What types of documents are stored in the current system? Typical documents types would include TIFs, PDF and Office documents. Does the legacy system contain non-standard TIFs or proprietary formats. These factors will impact the cost of the migration.Where are the documents stored (File System, BLOB, OSAR)? If documents are already on the file system this can be the fastest type of migration. If an OSAR is involved, is the unit is good condition, are there optical platters that are stored out of the unit and potentially off-site?How are documents currently added to the system? Are documents scanned, faxed, uploaded electronically? This information will help you determine what software is needed going forward to support the existing processes.
  • Does the current system use Foldering? This will have an impact on the SharePoint topology that is architected and how the migration is performed. We typically recommend that clients who are currently using foldering re-evaluate the business need of folders and determine if meta-data based searching can be used instead. It is typically much more efficient type of search.How do users search for documents? We discussed the efficiency of the meta-data search already. If meta-data searching is used you need to determine the specific fields they are using so the appropriate saved queries can be created. Full-text searching is another criteria to consider.How is security handled? How does the legacy system implement security? Is it handled at a high level based upon a Document Class or Document Type or does it drill down to the document-level. This will impact how the migration is done and how the SharePoint topology is architected.Are there multiple versions of a document? In general, legacy systems are typically image-based systems or a document management systems. An image-based system is typically mostly TIF files and does not contain versions. If the system contains version there are other factors to consider such as: are all the versions considered “on-line” or have some versions been archived and no longer available. Should all versions be migrated?
  • Are annotations used? If annotations are used, how are they stored in the legacy system? Are they burned into the image, stored in the TIF header, or in some proprietary format?Are compound documents used? Many document management systems have the capability of creating compound documents. In it’s simplest form you can think of it as a Word document with a link to an Excel spreadsheet, both of which are stored and managed by the legacy system. How can these documents be retrieved and migrated to SharePoint. Are workflows used with the documents? How will workflow be handled going forward?Are there any retention policies in place? This will impact the SharePoint architecture and the need for the SharePoint Records Center. We place an emphasis on this during the planning phase because many times the number of documents to be migrated can be greatly reduced based on retention policies and this will ultimately reduce the cost of the migration.
  • SharePoint Architecture – Part of the planning process is to have the SharePoint expertise to architect your SharePoint system properly. This is especially important if your SharePoint repository will contain a large number of documents. But even for smaller implementations it is important to understand the architecture of SharePoint to ensure the migration will not impact other SharePoint applications and to ensure the system will be optimized to provide users quick access to their documents as the system grows. This requires the knowledge to understand how SharePoint can be expanded into a Document Imaging system. Again, this is where KnowledgeLake can help you. We have a staff of SharePoint experts that specialize in migrations and the planning and design of the SharePoint Architecture.Another point to mention when talking about SharePoint Architecture is the scalability of SharePoint. Microsoft has specific recommendations on how to architect SharePoint for large repositories. This is an area that KnowledgeLake has done a lot of research and we have even done joint scalability studies with Microsoft. Our staff specializes in this area and we can help ensure your SharePoint system will meet the needs of your organization today and as your repository grows.The documents and meta-data from the legacy system do not typically map one-for-one to the SharePoint system. This is a very important part of the migration planning, as the SharePoint topology needs to be finalized and created prior to the start of the migration. In most migrations that we have done the mapping is typically taking a Document Class or Type from the legacy system and mapping it to a SharePoint Library and Content Type. But many times, security requirements or the need to re-organize the content requires a different mapping.So Make sure you consider the SharePoint Architecture when planning your migration.
  • Department by Department – This enables an organization to stage the migration into phases. The KnowledgeLake solution is flexible in that it doesn’t just have to be by department. It can be phased based on any value that is part of the meta-data. So it could be department, date, document type or any other meta-data field.All at once cutover to SharePoint – With this type of strategy, the company will typically decided to migrate the most recent documents first. The advantage to this, is once a the most recent documents have been migrated it is possible for the users to start searching for the documents on SharePoint. Many times the scanning into SharePoint will begin as soon as the migration begins. These are all things that need to be analyzed during the planning for the migration.Interoperate with Legacy System.
  • High SpeedMulti-Threaded Migration UtilityLegacy System Meta-Data to SharePoint Library/Content Type MappingMigrate AnnotationsStep by Step Auditing of each DocumentMonitoring DashboardFileNet ComponentsPre-Fetching by Disk FamilyMigrate FileNet COLD with Overlays
  • Attendees of today’s webinar are eligible for a free Legacy ECM Assessment
  • ECM Migration Webinar - Move to SharePoint

    1. 1. Converting Legacy ECM to SharePoint<br />KnowledgeLake WebinarDecember 16, 2009 – 12:00 Central Time<br />
    2. 2. Agenda<br />KnowledgeLake Overview<br />Why Migrate your ECM to SharePoint<br />Benefits of Migrating to SharePoint<br />Challenges with replacing Legacy ECM with SharePoint<br />Real World Examples<br />How to approach the Migration Process<br />Recommendations<br />
    3. 3. Company<br />Marketplace<br />Experience<br />Microsoft<br />Document Imaging & Capture for Microsoft SharePoint<br />Regional offices throughout North America<br />Partners throughout the world<br />Years of experience with legacy ECM products<br />First mover in SharePoint ECM since 2003<br />100’s of successful customers using SharePoint for ECM<br />Founded in 1999<br />Headquartered in St. Louis<br />Privately held by KnowledgeLake executives and Fujitsu<br />Managed Gold Certified ISV<br />Member Technology Adoption Program<br />Member Partner Advisory Council<br />Member Developer Advisory Council<br />About KnowledgeLake…<br />
    4. 4. 2009 Partner of the Year <br />in two categories<br /><ul><li>ISV/Software Solutions
    5. 5. Information Worker Solutions, Electronic Content Management</li></li></ul><li><ul><li> Capture E-documents From Desktop, Outlook And Also Drag-n-drop
    6. 6. Accurately Index Documents
    7. 7. Release Into SharePoint Libraries
    8. 8. Complete Process In Just 2-clicks!
    9. 9. Scan Paper Documents With Desktop, Departmental And Production Scanners
    10. 10. Index Documents
    11. 11. Release Into SharePoint Libraries</li></ul>Connect<br />Capture<br />SharePoint<br />KnowledgeLake extends the native capabilities of SharePoint to give you the freedom and flexibility to scan, index, store, retrieve and view large volumes of documents in a variety of ways<br />Server<br />Imaging<br /><ul><li> Database Lookup & Index Automation
    12. 12. Perform Exact Relevance Searches With Any Combination Of Index Values
    13. 13. Central Enterprise Indexing Schema
    14. 14. Zero-footprint Image Viewer
    15. 15. Capture From Office Copiers, Multi-function Devices, Fax Servers And Network Scanners
    16. 16. Index And Scan Via Web Browser
    17. 17. Automate PDF, OCR Conversion</li></li></ul><li>Why Clients Select KnowledgeLake<br />Experienced Staff<br />Flexible Solution<br />Proven Process<br />Fast, Accurate and Low Cost Migration<br />
    18. 18. Benefits of Migrating to SharePoint<br />Enterprises today need a simple solution that migrates all of an organization’s content to their SharePoint systems.<br />
    19. 19. State of the ECM Market<br />The increased focus of infrastructure vendors, especially Microsoft, on content management has led to consolidation in the ECM market, where only three or four significant vendors are left for consideration for enterprise-wide deployments. - Gartner, September 2007<br />Stellent<br />Optika<br />Oracle<br />FileNet<br />Workplace<br />IBM CM<br />SharePoint<br />
    20. 20. Migration Drivers <br />Need to reduce costs across the board- HOW?<br />(Fire employees or cut software and maintenance cost)<br />Annual legacy maintenance<br />Internal support costs (redundant: staffing, training…)<br />Supporting multiple platforms<br />Forced upgrades<br />Custom code<br />Outdated and expensive hardware<br />Leverage what you own<br />So we wrote Microsoft a big check, why are we not using what we bought<br />Why do we have three different systems that all do the same thing<br />
    21. 21. Economic Migration Drivers <br />Legacy maintenance<br />What would an 80% reduction in legacy maintenance mean to you? <br />What if you only had to renew 10% of your expensive legacy licenses? <br />Is your next “upgrade” a migration in disguise<br />FileNet P8 requires a full migration<br />OSARs must be sent to FileNet to migrate<br />Application code cannot be reused<br />It can take more time and money to upgrade an existing product than to switch platforms<br />Avoid Forced Upgrade<br />
    22. 22. So who is really doing this?<br />
    23. 23. FileNet Migration Customer Examples…<br />
    24. 24. Other Migrations…<br />
    25. 25. Are Migrations Long and Complex? <br /><ul><li>May not be as big as you think
    26. 26. Not always complex and long
    27. 27. FileNet Migration of 3 million images
    28. 28. 3 weeks (with OSAR)
    29. 29. Large project example
    30. 30. Migration of 50 million images
    31. 31. 12-16 weeks of effort
    32. 32. Planning and Analysis are the key to reducing the amount of time</li></li></ul><li>What’s the Catch????<br />
    33. 33. Content is only half the battle<br />What about supporting applications?<br />What is the effort to replace them<br />How do you replace them<br />Can SharePoint support application needs<br />What about the users?<br />They do not use the ECM solution we have now<br />How do we keep this from being another failed project<br />
    34. 34. Traditional ECM<br />Direction of ECM<br />The SharePoint Approach<br />Extend to Enterprise<br />EVOLVING REQUIREMENTS<br />PARTNER SOLUTIONS AND EXTENSIONS<br />Drive Broad Adoption<br />Integrate and Extend<br />Image <br />Capture<br />Transactional Processing<br />Specialized<br />Compliance<br />Vertical Solutions<br />Content Centric Applications<br />Imaging<br />Transactional Processing<br />Compliance<br />DigitalAssetManagement<br />Features<br />Usability<br />Extensibility<br />Integration<br />Manageability<br />A unified, extensible platform for deliveringEnterprise Content Management solutions.<br />CORE ECM<br />Collaborative DM<br />Integrated DM<br />RM<br />WCM<br />Workflow<br />
    35. 35. Numerous add-ons or customizations<br />Numerous ISV add-ons<br />Imaging (KnowledgeLake)<br />WorkFlow (Nintex)<br />Compound file types like engineering (Bently)<br />Applications/Verticals (NextDocs or Wisdom)<br />Customizations<br />Forms<br />LOB integration<br />
    36. 36. The Challenges<br />Core feature set is not 1:1 with Legacy vendors<br />No Real OOB solutions- Configure Everything<br />Clinical trials<br />Contract management<br />AP/AR processing<br />No Real Vertical Focus- Jack of all Trades<br />Legal<br />Healthcare<br />
    37. 37. The Benefits<br />The features SharePoint lacks as an ECM solution are not highly utilized<br />Good enough for basic ECM<br />ISVs and Custom Code fill the gap<br />Build comparable solutions easily<br />Only need to buy add-ons you really need<br />Add what you need, not more than you need<br />
    38. 38. Questions You Should Ask<br />Is this legacy platform part of your strategic vision for ECM?<br />What is the future path of the platform?<br />What’s your actual annual cost for the legacy platform (hardware maintenance, software maintenance, customer application development…)?<br />Any planned or required upgrades for the legacy platform in the near future?<br />Does your company have an technology investment in Microsoft already? Why isn’t SharePoint part of your ECM strategy?<br />
    39. 39. Real World Examples<br />FileNet Costs:<br />$25K annually in Maintenance to IBM<br />$3k for the Jukebox<br />$17k to FileNet VAR for support<br />Filenet upgrade- FORCED <br />Drivers:<br />System failing 2-3 times a month<br />Support from partner getting worse<br />No internal knowledge of FileNet system<br />Want to grow ECM outside of current use in 2 departments- do it internally is the goal<br />Have a MOSS strategy and driving forward with it<br />FileNet not being fully utilized by end users- no one other than accounting really uses it<br />SharePoint Imaging Solution<br /><ul><li>Cut Support cost to under $10K
    40. 40. Total Project had an ROI of less than 20 Months (HARD COSTS)
    41. 41. Better end user support
    42. 42. IT can own the solution</li></li></ul><li>Real World Examples<br />FileNet Costs:<br />$140K annually in Maintenance<br />$75k to FileNet VAR for support<br />FileNet dropping Support<br />Filenet upgrade- FORCED <br />Drivers:<br />Huge Annual cost of the solution<br />No internal knowledge of FileNet system<br />Have a MOSS and want to leverage that investment for Imaging<br />FileNet not being fully utilized by end users<br />SharePoint Imaging Solution<br /><ul><li>Cut Support cost to under $15K
    43. 43. Total Project had an ROI of less than 12 Months (HARD COSTS)
    44. 44. Leverage internal MOSS expertise and data center</li></li></ul><li>How to Make it Happen<br />
    45. 45. Planning The Migration<br />What is the volume of documents to be migrated to SharePoint?<br />What types of documents are stored in the current system?<br />Where are the documents stored (File System, Blob, OSAR)?<br />How are documents currently added to the system?<br />
    46. 46. Planning The Migration<br />Does the current system use Foldering?<br />How do users search for documents?<br />How is security handled?<br />Are there multiple versions of a document?<br />
    47. 47. Planning The Migration<br />Are annotations used?<br />Are compound documents used?<br />Are overlays used?<br />Are workflows used with the documents?<br />Are there any retention policies in place?<br />
    48. 48. SharePoint Architecture<br />How does the organization of your current legacy system map to the topology of SharePoint?<br />
    49. 49. Migration Strategies<br />?<br />
    50. 50. Migration Process<br />Extract the content from the system<br />Shot gun or phased<br />Scrub or map to new system<br />Good time to fix indexing and structure<br />Load into SharePoint<br />Fast and efficient<br />Monitor/audit the migration<br />Error handling and validation<br />Reconcile any issues<br />Decommission old system<br />Make sure everything moved<br />
    51. 51. Build vs. Buy<br />Write custom one off code to export/import content<br />Good for simple loads with 1:1 mapping<br />Buy a Migration Tool<br />Prebuilt extraction tools<br />Reusable for multiple systems<br />Tools for scrubbing and reconciliation<br />
    52. 52. What it Does: <br />Facilitates the orderly Migration of documents and indexes from legacy document management/imaging platforms to SharePoint<br />Leverages KL Capture Server Plug-in Technology and Step Processors<br /> Leverages Capture Server SharePoint Scalability functions<br />Provides a detailed migration audit trail for each migrated document<br />Provides facility to scrub data and transform content file type<br />Configurable mapping into SP Taxonomy<br />Document and Index Migration<br />Legacy ECM<br /> Platform<br />Microsoft SharePoint 2007<br />With KnowledgeLake Imaging<br />KnowledgeLake ECM Migration Solution<br />
    53. 53. KnowledgeLake ECM Migration Utility<br />Why to use it:<br />Speed and accuracy of migration<br />Documented audit trail for compliance requirements<br />Quick to install, configure and customize<br />Proven in all sorts of content migrations to SharePoint<br />Scales SharePoint within the MS folder volume limitations<br />Leverage KnowledgeLake Expertise and knowledge<br />
    54. 54. What is the alternative:<br />Custom develop your own migration utility<br />Migrate content without regard for scalability and performance<br />Risk missing your migration deadline<br />KnowledgeLake ECM Migration Utility<br />
    55. 55. Key Benefits<br /><ul><li>Already developed therefore the speed of migration will save you money versus in-house dev/testing
    56. 56. Migration utility is proven
    57. 57. KnowledgeLake has experience with migrations to SharePoint
    58. 58. SharePoint will scale orderly thus maximizing system performance</li></li></ul><li>KnowledgeLake Migration Solution<br /><ul><li>High Speed Multi-Threaded Migration Utility
    59. 59. Legacy System Meta-Data to SharePoint Library/Content Type Mapping
    60. 60. Migrate Annotations
    61. 61. Step by Step Auditing of each Document
    62. 62. Monitoring Dashboard
    63. 63. Preconfigured Extraction Components
    64. 64. Pre-Fetching by Disk Family
    65. 65. Migrate COLD with Overlays
    66. 66. FileNet, Documentum, OpenText, Stellent</li></li></ul><li>Review and Summary<br />
    67. 67. Making your decision<br />How committed are you to SharePoint?<br />How is you organization really using ECM?<br />How big is the SharePoint GAP for you<br />Is there real RIO in the Migration<br />Cost Take Out/Leverage What you Own<br />Do you have industry or vertical requirements SharePoint cannot meet?<br />
    68. 68. Factors Impacting Migration Scope<br />Number of Document Classes/Content Types to be migrated<br />Number of legacy systems/servers<br />Number of migration servers to be configured<br />How will documents be migrated? All at once, by date, by type, by folder?<br />OSAR (speed of storage hardware)<br />Type of Legacy database<br />Number of Documents/Pages<br />COLD documents (especially with Overlays) or other proprietary formats<br />
    69. 69. Free Legacy ECM Assessment<br />Provides insight into complexity of your migration<br />Provides recommendations on best practices for migration<br />Provides budgetary investment and ROI evaluations on migration<br />
    70. 70. How to Contact Us<br /><br /><br />1-888-898-0555<br />
    71. 71. Questions?<br />