Migration from IBM FileNet to SharePoint Online

Client Profile

Airtel is one of India's largest telecommunication companies, providing the largest 4G Network nationally.

IBM FileNet
SharePoint Online

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Case Study Overview

Airtel's requirement was to migrate their Employee Car Sales (ECS) department documents from IBM FileNet object store (HRSS) into Microsoft SharePoint. This move encompassed over 110 GB of content- using Proventeq Migration Accelerator’s inbuilt features, the migration was staged over 2 weeks in response to availability of various department and to minimise business disruption.

The Complexities Of Migrating From IBM FileNet To SharePoint Online

  • Analysis of the existing FileNet’s content, information architecture and ECM Features in use. This included identifying errors, inconsistencies and relationships within the data.
  • Investigation of the day-to-day operations involving IBM FileNet- most importantly addressing high-level business decisions surrounding FileNet’s content.
  • Handling encrypted documents in FileNet.
  • Audit trail of the entire migration was required, to ensure all the items in scope of migration had been migrated successfully.

Solving Airtel’ Unique Challenges

By using Proventeq Content Analytics tools, we produced in-depth reports to understand the existing content landscape and to highlight potential issues that needed to be handled prior to migration. Our expert team created complex mappings to move the content from HRSS object store to specific document libraries in SharePoint.

We overcame the lack of classification in FileNet by creating custom classification rules to map existing content to the new Information Architecture in SharePoint. Any encrypted content was dealt with using a custom SharePoint Application that could decode migrated content.

Additional metadata was extracted and generated from existing FileNet document class attributes. Metadata values were transformed to comply with SharePoint restrictions using automation.

Some of the automation rules successfully handled items with invalid characters and URL, while other rules handled duplicate item names and long items names that were substituted using pre-defined customer inputs.

Using inbuilt features and process in our Migration Accelerator, the migration was staged over two weeks- this was then followed by delta migration after couple of months in response to a department being available for migration.

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The Results

Custom Designed Migration

Through our migration expertise and with the use of our rules-based product, we delivered an end-to-end solution that satisfied all the business needs. For Airtel, this included a custom SharePoint application to decode encrypted files.

Data Consistency And Reliability

An item level audit ensured every piece of content was successfully cleansed, transformed and migrated to comply with the constraints of the new environment. We created mappings to generate new document libraries in Airtel’s new system.

Preserving Business Continuity

Automation of complex migration processes for reduced effort and delivered saving of cost and time. Additionally, the migration timeline was adjusted to cause minimum impact to business continuity.