Climbing the Slippery Slope of SharePoint Migrations Webinar


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“A survey of corporate CIOs and general counsels found that, typically, 69% of the data most organizations keep can – and should – be deleted.”
Compliance, Governance and Oversight Counsel (CGOC) Summit

So what happens to the 69%? Most likely it will get migrated with no rhyme or reason. Just because it seems easier. And the organization is still left with mismanaged, useless information. That’s only one migration scenario. Migrations can be fraught with delays, budget overruns, and overall frustration. Register for this practical and informative webinar on March 25th, sponsored by Portal Solutions and Concept Searching and learn how you can eliminate migration challenges and reach the pinnacle of success.

What you will take away:
• Learn from Portal Solutions, an industry recognized SharePoint firm, the best practices and processes to approach migration
• Understand the key challenges that need to be overcome before migration
• Obtain buy-in and build the business case on why migration adds value and does not just move content from one place to another
• Take away a clear vision of the steps involved during migration and the phases to be accomplished
• Hear about Intelligent Migration technologies using conceptClassifier for SharePoint
• See how the technology is a key component in a migration solution
• Find the ROI of using one set of technologies to facilitate the migration process, and deploy metadata enabled solutions for search, content management, data protection, records management, and any application that uses metadata.

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  • Add source in the footer.Note that the 84% is due to either being late or over budget.Failure to Fully Scope the EffortMore content often exists than expectedMigration considered a small part of a larger projectFunctionality in legacy systems must be recreatedNo Buy-In from StakeholdersMigrations impact many people in the enterpriseContent owners are needed to approve/tag contentContent is Not Cleaned or EnhancedSimply a “migrated mess”Failure to Budget for All ActivitiesTime for mock migrations and QA is often minimizedDMS functionality may need to be recreatedStakeholder QA required
  • Add source in the footer.Note that the 84% is due to either being late or over budget.Failure to Fully Scope the EffortMore content often exists than expectedMigration considered a small part of a larger projectFunctionality in legacy systems must be recreatedNo Buy-In from StakeholdersMigrations impact many people in the enterpriseContent owners are needed to approve/tag contentContent is Not Cleaned or EnhancedSimply a “migrated mess”Failure to Budget for All ActivitiesTime for mock migrations and QA is often minimizedDMS functionality may need to be recreatedStakeholder QA required
  • Traditional search assumes the end user knows what they are looking for, or must enter the ‘right’ combination of words to get the ‘right’ result.Knowledge workers need to identify content in the context of what they are seeking. The fundamental problem with search solutions is that they are based on an index of single words. Yet most queries are expressed in short patterns of words and not single words in isolation – which are highly ambiguous. In the example above, a search engine would identify all the documents that contained the words: triple, heart, bypass instead of documents that contained the concept of ‘triple heart bypass’. Since the concept has been identified, other documents that have related concepts will be identified even if they do not contain that exact phrase. The metadata generation issue is increasingly a growing concern in enterprises. Not only for search but also for records management, compliance, and enterprise content management. A comprehensive approach requires more than syntactic metadata and requiring end users to add rich metadata is haphazard and subjective at best. Since conceptClassifier for SharePoint is no longer restricted to keyword identification, compound term metadata can be automatically generated either when the content is created or ingested. The generation of metadata based on concepts extracts compound terms and keywords from a document or corpus of documents that are highly correlated to a particular concept. By identifying the most significant patterns in any text, these compound terms can then be used to generate non-subjective metadata based on an understanding of conceptual meaning. Compound term processing can address many challenges facing large enterprises and provide many benefits. Identification of concepts within a large corpus of information removes the ambiguity in search, eliminates inconsistent meta-tagging, and automatic classification and taxonomy management based on concept identification simplifies development and on-going maintenance.  
  • Climbing the Slippery Slope of SharePoint Migrations Webinar

    1. 1. Climbing the Slippery Slope of SharePoint Migrations Don Miller Vice President of Commercial Accounts Concept Searching Twitter @conceptsearch Jill Hannemann Practice Director for Advisory Services Portal Solutions Twitter @portalsolutions
    2. 2. Expert Speakers Jill Hannemann – Practice Director for Advisory Services at Portal Solutions is a recognized expert and frequent speaker in the topics of portal strategy, governance, and information architecture for clients in the government, media, and commercial product industries. She brings over 10 years‟ experience with information architecture design, taxonomy and metadata design, and search to drive user adoption and return on investment. Don Miller – Vice President of Sales at Concept Searching has over 20 years‟ experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management.
    3. 3. Agenda • Portal Solutions • Risks and Challenges facing a SharePoint Migration • 5 Steps to a Successful Migration • Concept Searching • Introduction • Smart Content Framework™ • The Metadata Challenge • Intelligent Migration • Migration Demo • Next Steps
    4. 4. We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data and content. About Portal Solutions
    5. 5. “A survey of corporate CIOs and general counsels found that, typically, 69% of the data most organizations keep, can – and should – be deleted.” -Compliance, Governance and Oversight Counsel (CGOC) Summit
    6. 6. 64% Percentage of SharePoint Migrations that miss the deadline for completion Percentage of SharePoint Migrations that are over budget 37% Source: Data Migration in the Global 2000, Bloor Research (September 2007) Why Migrations Fail
    7. 7. Failure to Fully Scope the Effort1 No Buy-in from Stakeholders2 Content is Not Cleaned or Enhanced3 Failure to Budget for All Activities4 Why Migration Projects Fail
    8. 8. Five Steps to Success 1. Inventory Assessment 2. Content Clean Up 3. Migration Approach 4. Redesign IA/UX 5. Creating a Realistic Schedule What is Your Migration Strategy?
    9. 9. • Total Size of Database • Custom User Interface • Master Page • Page Layouts • Content Types • InfoPath Forms • Workflows • Custom Web Parts • Custom Applications • Business Connectivity Web Services (BCS) How much content do you have? 1. Inventory and Audit
    10. 10. Inventory Analysis
    11. 11. • Metalogix Content Matrix • Site Tree Pro • Powershell Script • Interns Inventory Options
    12. 12. • ROT Analysis:  Redundant  Outdated  Trivial • Options:  Migrate  Migrate and Update  Archive  Delete Leverage the upgrade opportunity to ensure quality content in SharePoint 2013 • Two Schools of Thought…  Create rule-based cleansing  Engage business users for subjective analysis • Beware:  Plan adequate time for this  Having an archive strategy is critical 2. Content Clean Up
    13. 13. • What are your options:  Leave it in older SharePoint  Move it from SharePoint to a file share  Migrate to new SharePoint to an archive site collection • If content continues to exist…keep it in READ ONLY mode. • Consider deletion policies as part of records retention  What should be kept for compliance?  Is it a risk if the file is kept? Archive Strategies
    14. 14. Each Approach Has Pros and Cons: • SharePoint to SharePoint version upgrade (cannot migrate directly from 2007-2013) • Few customizations • On-prem to on-prem • No IA rebuild required • Works for all types of migrations • SharePoint to SharePoint • Unstructured file repositories • Third party DMS • Only supported path to migrate to SharePoint Online • Copy, paste, tag • Works in all situations • Extremely labor intensive Ultimately, your goals for the end state migration will drive which approach will be most effective Content Database Migration Third Party Migration Tool or Custom Scripting Manual Migration 3. Which Approach is Right for You?
    15. 15. • Understand What You‟re Getting Yourself Into  Determine a rate of transfer  A test run will give you a better idea of the output will be • Where will you experience challenges?  Challenges to look for: • Links breaking • Custom content types not carrying over • File accessibility • Page layouts not transferring Test Migration is Critical!
    16. 16. Content Types Lists and Libraries Sites/Navigation Site Collections/Navigation Web Applications Recommended! Supports growth and sustainability Determines how users navigate to browse content Influences metadata, templates, and searching for content 4. Restructure Information Architecture
    17. 17. • Take the Opportunity to:  Introduce an improved look and feel  A more intuitive navigation  A more robust search  Create site personalization • Address Current Solutions:  InfoPath end of life  Connectivity to other data systems  Content publishing process Set expectations that it will not be EXACTLY the same 4. Restructure IA/Design
    18. 18. • Content clean up:  Engaging end users  Archiving strategy • Redesigning IA  Metadata or navigation • Rate of transfer • Specific migration requirements • Rebuilding objects 5. Creating a Realistic Schedule – Critical Dependencies
    19. 19. • Be Realistic About Risks and Challenges 5. Creating a Realistic Schedule
    20. 20. • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013, 2014 „100 Companies that Matter in KM‟ KMWorld and Trend Setting product of 2009, 2010, 2011, 2012, 2013 • Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army • Locations: US, UK, and South Africa • Client base: Fortune 500/1000 organizations • Microsoft Business-Critical SharePoint Program partner, Gold Certification in Application Development • Smart Content Framework™ for Information Governance comprising • Five Building Blocks for success • Product Platforms: conceptClassifier for SharePoint, conceptClassifier for Office 365, conceptClassifier, and Concept Searching Technology The Global Leader in Managed Metadata Solutions
    21. 21. Metadata driven application and enforcement of policies to achieve Information Governance Smart Content Framework™ Sum of parts is greater than whole
    22. 22. A manual metadata approach will fail 95%+ of the time Issue Organizational Impact Inconsistent Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization (IDC) Subjective Highly trained information specialists will agree on meta tags between 33%-50% of the time (C. Cleverdon) Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mistagged content (Hoovers) Malicious compliance End users select first value in list (Perspectives on Metadata, Sarah Courier) No perceived value for end user What‟s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non-conformance to policies What have you seen Metadata will continue to be a problem due to inconsistent human behavior The Metadata Challenge?
    23. 23. • Concept Searching‟s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching has a unique approach to ensure success • conceptClassifier for SharePoint will generate conceptual metadata by extracting multi-word terms that identify „triple heart bypass‟ as a concept as opposed to single keywords • Metadata can be used by any search engine index or any application/process that uses metadata. Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid Building a Concept Index
    24. 24. • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) • 100% “Recall” of content, 35% Faster access to content “Precision” • Use automatic conceptual metadata generation to improve Records Management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures 1. Create concept index from your content 2. Model and Validate 3. Automate Tagging 4. Findability 5. Business Processes 6. Records Management and PII 7. Life Cycle Management conceptClassifier for SharePoint provides an automated metadata approach for an immediate ROI and enforces Information Governance How Intelligent Migration Impacts Content Lifecycle Management
    25. 25. Products conceptClassifier for SharePoint and conceptClassifier for Office 365 platforms: • conceptClassifier Both automated and manual classification is supported to one or more term sets within the Term Store and across content hubs. • conceptTaxonomyManager This is an advanced enterprise class, easy-to-use taxonomy and term set development and management tool. It integrates natively with the SharePoint Term Store, reading and writing in real time, ensuring that the taxonomy/term set definition is maintained in only one place. • conceptSearch Compound Term Indexing Engine Licensed for the sole use of building and refining the taxonomy/term set, the engine provides automatic semantic metadata generation that extracts multi-word terms or concepts along with keywords and acronyms. Optional Product: • conceptTaxonomyWorkflow Can perform an action on a document following a classification decision when certain criteria are met. The workflow source type works in SharePoint 2007, 2010, and 2013, all document types, including FILE and HTTP.
    26. 26. The Typical Migration Approach • Compliance objectives need to be met, and a typical loop hole is in the migration process • Simply moving documents from one repository is not enough • Content that was typically unmanaged will remain unmanaged • Results in exposing an organization to risk • Information cannot be managed from inception to deletion without comprehensive metadata associated with the content • Migration of unstructured content can be laborious and time consuming • Documents can exist in multiple places at the same time, different revisions of the same document exist, some documents should be deleted, and others should be archived • There may be records that were never declared, as well as confidential or privacy information that will not be identified when migrated • From an information governance approach, mass moving content results in the same problem of mismanaged content
    27. 27. The Intelligent Migration Approach • To migrate document collections effectively, the text content of each document needs to be searched to determine its value • Cannot be done manually • Volume is too high • Consistency of human decision making is unreliable and costly • If manually processed, the security rights of the documents as they are moved to their new location must be applied • General migration tools cannot safeguard document confidentiality because they do not make intelligent taxonomy workflow decisions • As content is migrated it is analyzed for organizationally defined descriptors and vocabularies • Automatically classify the content to taxonomies or the SharePoint Term Store • Automatically apply organizationally defined workflows to process the content to the appropriate repository for review and disposition
    28. 28. Elements of The Intelligent Migration Approach • Index Content • File Shares to File Shares, File Share 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 • Connect to Concept Searching taxonomies or the SharePoint Term Store • Train system to accurately classify content using clues, multi-word concepts, rules, and metadata clues – file properties, file path, keywords, dates, etc. • Set up rules for workflow • Automatically generate semantic metadata, auto-classify and route to appropriate SharePoint site, library, or folder
    29. 29. What Intelligent Migration Looks Like
    30. 30. Situation: • Multiple Clients Challenge: • Simply moving content to new location did not provide any benefits • Human error and time was too costly Solution: • conceptClassifier for SharePoint platform Benefits: • Cleanses irrelevant and unnecessary documents • Dramatically reduces the time for migration • Eliminates manual intervention • Improves the outcome enabling improvements in: • Search • Records management • Data privacy • eDiscovery and litigation support • Text analytics Smart Content Framework™ Building Blocks Metadata, Governance, Migration Global Supplier of Automotive Parts The goal was to improve search for 147,000 business users but needed to migrate literally millions of documents. conceptClassifier for SharePoint was used for the pre and post migration and for enabling concept based searching with their existing search engine and taxonomy based search after the migration. conceptClassifier for SharePoint identified 66,000 duplicates out of a total of 270,000 documents, representing a 24% reduction in disk space.
    31. 31. Migration Demonstration
    32. 32. Final Comments – Q&A • Implement best practices and utilize SharePoint and migration experts to assist • View migration as a business objective, not an admin task • Effective migration can improve search, content management, security, records management, text analytics, eDiscovery, litigation support….and the list goes on
    33. 33. Next Steps Migration challenges? Try Intelligent Migration. Experience the difference. Please contact Don Miller, Vice President of Commercial Accounts at Concept Searching
    34. 34. Please join us for our Next Webinar Data Breaches and Security Rights in SharePoint Webinar Date: April 29th Time: 11:30am-12:30pm EDT “70% of all security breaches are due to an organization‟s own staff.” Ponemon Institute Security is increasingly becoming a significant challenge, regarding how unstructured and semi-structured content is protected, and also the security rights of the individuals within the organization that need to be given or denied rights to organizational assets. How can you protect your content before a data exposure occurs? How do you ensure authorized access only and prohibit portability? Register for this practical and informative webinar, sponsored by CipherPoint and Concept Searching, and learn how you can eliminate data exposures and breaches and not become a statistic. To Register:
    35. 35. Thank You Don Miller Vice President of Commercial Accounts Concept Searching Twitter @conceptsearch Jill Hannemann Practice Director for Advisory Services Portal Solutions Twitter @portalsolutions