14 Tips for Planning ECM Content Migration to SharePoint
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14 Tips for Planning an ECM Content Migration to SharePoint Joel Oleson Hershey Technologies @joeloleson
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Transcript of 14 Tips for Planning ECM Content Migration to SharePoint
14 Tips for Planning an ECM Content Migration to
SharePoint
Joel Oleson
Hershey Technologies
@joeloleson
About Hershey Technologies• Founded in 1991
• Certified Microsoft Partner
• IT Solution Provider with deep expertise in…
• End to End SharePoint Consulting Services
• Document and Image Capture:
• Scanning and Imaging
• OCR solutions for automated document and data capture
• ECM and Document Management
• BPM / Workflow
• Contact us…
• Follow us on Twitter: @HersheyTech
• www.hersheytech.com
Agenda
• SharePoint ECM – SharePoint Online & SharePoint 2016
•Why migrate content from legacy ECM systems into SharePoint?
• 14 Planning tips for ECM content migration to SharePoint
About Joel Oleson
• Director of Marketing & Product Strategy @ Hershey Tech
• Adventure Traveler Explorer
• First SharePoint Admin
• Rode a bike down the World’s Most Dangerous Road
• Architecting Customer ECM Solutions since 2000
• Launched SP Communities in Jamaica, Kenya, Jordan, Philippines, Uruguay, and many more…
• Sharing best practices blogging, speaking, tweeting…
@joeloleson
Collabshow.com
Source and Destination
Common Legacy ECM Applications
EMC - Documentum • D5/D6/D7• ApplicationX
tender
Hyland• OnBase• Liberty
Fortis• Fortis• File Magic FileBound LaserFiche
Hershey Technologies• XenDocs
Content Server
Xerox• DocuShare
Canon• ImageWare
IBM – • FileNet• Content
Manager
OpenText
Perceptive Software• ImageNow
Why SharePoint for ECM?Powerful taxonomy
featuresManaged metadata
Site content types and columns
Business Connectivity Services
Lookup columns
Document Sets
Powerful search engine
Workflow
Versioning
Check-In / Checkout
Records Management
eDiscovery and Holds
Site Mailboxes
Content Organizer Rules
Metadata Navigation / Filtering
Partner Eco-system
Platform
SharePoint Online – Office 365
• Your company may already have licenses… 80% of SharePoint CALs cover SharePoint Online
• TB of storage per user in OneDrive for Biz
• 10 GB file upload
• Always up to date… Microsoft does the upgrades without additional fees
• You get it first! O365 early adopter customers have had access to Delve for over a year!
• Mobile just works
Coming Soon… SharePoint 2016 !
1.Durable Links
2.Compliance – DLP is the key term. Monitoring, and protection of data through deep analysis of content.
3.Increased Boundaries – List views increased, single file sizes up to 10GB, TB databases, and list thresholds
4.Minimal patching with Zero Downtime
5.Hybrid Deployment Automation
SharePoint Migration Planning
Tips
Tip # 1 – Information Architecture is Key - Consider Refactoring such as splitting one legacy repository into multiple SharePoint libraries
AVOID item level
permissions
Reduce number of documents per library (improves
performance)
SharePoint allows unified search across
multiple libraries
File Share SP List
Vendor
PO #
Invoice #
Division
Alpha, LLC
3456617
74584 ACSC
Bravo, Inc
3456633
88363 ACMO
Charlie Co.
3456641
56546454 ACSC
Alpha, LLC
3456648
74584 ACSC
Delta Signs
3456652
675676 ACTX
Echo Ink 3456661
INV-324454 ACTX
Bravo, Inc.
3456670
456546464 ACMO
Vendor
PO # Invoice #
Alpha, LLC
3456617
74584
Charlie Co.
3456641
56546454
Alpha, LLC
3456648
74589
ACSC Invoices
Vendor
PO #
Invoice #
Delta Signs
3456652
675676
Echo Ink 3456661
INV-324454
Vendor
PO #
Invoice #
Bravo, Inc
3456633
88363
Bravo, Inc.
3456670
456546464
ACMO Invoices
ACTX Invoices
Legacy RepositorySharePoint Libraries
Tip # 1 - Use folders, libraries or content types for security
Tip #2 Permissions/Security Considerations
•Consider Adding AD Groups to SP Groups (instead of AD Users)
• Adding AD users to SP Groups causes incremental/continuous crawl to update to crawl ACLs. Crawl may go from 3 minutes to 2 hours.
CC: Helloturkeytoe
Tip #3 If you want Scale you need to PLAN!
• Even if you are migrating content with rich metadata, plan to import the content into SharePoint using folders.
• SharePoint allows around 25M documents per library
• With 5,000 root level folders and 5,000 documents per folder this gives you 25M documents/library
• Without use folders, Incremental/Continuous Crawls may perform a table scans
• Easiest approach is to use Content Organizer Rules
Content Types
Inheritance
Workflow Processe
s
Retention Policies
Custom template
s
Legacy Document Types
Tip # 4 –Consider converting legacy “document types” into SharePoint Content Types.
DocumentYourCompa
ny Document
Contract
NDA
Retention: 5
YearsWorkflow
: none
MSA
Retention: 7
YearsWorkflow
: Approval
FieldsPartyNameContactNumberEffectiveDateExpirationDate
Tip # 4 –Consider converting legacy “document types” into SharePoint Content Types.
FieldsNameTitle
FieldsNameTitle
Tip # 5 – Optimize…Consider converting “choice” fields into Managed Metadata, Lookup or External data columns
Managed
Metadata
Lookup External Data (BCS)
Hierarchical YES NO NOReference other columns
NO YES YES
Scope Farm Site Collection Enterprise
Tip # 6 Normalize with site columns or content types for consistency
Policy#
Policy No
PolicyNumber
Legacy ECM System
Policy Number
SharePoint Site ColumnRepository Field
Name
Auto Policies PolicyNumber
Medical Policies
PolicyNo
Home Policies
Policy#
Tip # 7 – Don’t migrate Junk…Age out, Archive, and Optimize…
“Garbage in = Garbage Out!”
cc: Swamp school
Tip # 8 – Understand the Environment:Use Cases
Workflow automation and validation
Ensuring Terms and Metadata consistency
Ensuring there is NO Data or Metadata loss during migration
What does inbound data & capture look like? Scan/Fax/Email
Are there any specialized indexing needs
Tip # 9 - Understand the Environment: Key Metrics
Dbs, folders, files and items
Structure and size of repository
Rate of change
Growth over time
Usage rates and concurrency
Tip #10: Migration Gotchas!
•Invalid Characters in the filenames
•Error handling
•Broken Links
•File Size
•Compliance and Sensitivity of documents
!@#$%^&*(){}+=?><:;~`/|[]
Migration GotchasFile Conversions or third party viewer may be needed
Scanned Documents
PDF• Searchable• Image-Only
TIF• Multi-Page (1
file per document)
• Single-Page (multiple files per document)
Engineering
Auto-Cad• Dwg
Email andAttachments
msg
eml
Multimedia(Consider non MS formats)
Audio• mp3• wmv• wav
Video• avi• mpeg• mp4
TIP #11 Infrastructure Considerations for large scale
• Lessen impact existing SharePoint site collections when starting large ECM migration
• Allocate dedicated WEB front end servers to support higher throughput
• Allocate dedicated SQL Server for legacy content
to host content DBs to avoid disk contention
timothymorgan
Tip # 12 –Consider extending Search… Buy or Build
Consider Search
Refinement and Rich filtering
SharePoint formats Search
results like a “search
engine”, not a DMS.
SharePoint metadata
filtering does not scale for
large libraries
If you put something in how will you find it?
How many docs are
returned in typical query?
Save queries for re-use?
Search metadata vs.
full-text
How many times per day is repository
queried?
What type of users are
searching?
Search Refinement – BA Insight
Tip #13 – XenDocs ECM Search With Vizit™
Intuitively build precise
document queries
Sortable search results
Image previews for
scanned images
Tip # 14 –Understand migration tool options
• Existing 3rd party tools vs Custom tools
• Field mapping (different field names between source system and SharePoint)
• Filters to allow migrations to be performed in chunks
• E.g. Only migrate documents where DocType=‘Expense Report’ and DocDate>’02/13/2009’
• Control: Ability to manage and audit status of every record
• File Conversions
• Single Page TIF to Multi-Page TIF
• TIF to PDF
• Image only PDF to Searchable PDF
• PDF to PDF/A
Advantages of 3rd party Migration Tools• Allows you to skip versions. 2007 to 2013 or 2010 to
2016
• Incremental copy
• Fix broken and relative links
• Fix security issues
• Optimize for Search
• Remove Junk
• Refactor – Promote/demote, move/copy, split
• Remove legacy dependencies on code
Common Migration Tools
XenDocs Migration Tool
In Closing…
•Hope these tips were helpful, if you need more help, lets discuss…
•Demo of various migration tools
•Office 365 Hybrid strategy
•Metadata Search optimization
•Adoption strategy
Let’s connect
Joel Oleson
@joeloleson
Collabshow.com
linkedin.com/in/joeloleson
