Allstate

Migration from Exchange Public Folders to EDMS

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Client Profile

Allstate Insurance Company, which is the largest public Insurance Company in the USA, needed to migrate over 300Gb of Outlook (Exchange) Public Folders to a cloud based Electronic Document Management System (EDMS).

Proventeq worked closely with the IT team at Allstate to ensure a timely transition to the new intranet platform thus accelerating the adoption of Microsoft SharePoint 2016.

Proventeq Migration Accelerator was the key technology solution used to migrate content into SharePoint thus providing an automated solution and reducing the overall cost of migration. The Proventeq Discovery process helped to identify any inconsistencies in content and security, and help create rules to make them compatible with the new design in SharePoint.

An item-level audit ensured that every content was successfully cleansed, transformed, and migrated to comply with the constraints of the new environment. Many items had their format converted to fit the new environment.

Location

USA

Sector

Insurance

Source

Exchange Public Folders

Destination

EDMS

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The complexities of migrating from Exchange Public Folders to EDMS

  • Almost half the content was not classified with the required metadata
  • Documents were not filed in Hummingbird, but the new IA in SharePoint required mapping documents based on its metadata into over a hundred folders in various libraries spread across different Site Collections.
  • Content reorganization warranted restructuring of content hierarchy and moving documents into public and private locations
  • Source systems contained content with invalid data not supported in SharePoint
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Solving Allstate's Unique Challenges

Content categorization

Special rules had to be formulated to automate the migration due to almost half the content not classified with the required metadata.

Mapping documents

The new IA in SharePoint required mapping documents based on its metadata into over a hundred folders in various libraries spread across different Site Collections.

Content classification

There was a need to restructure the content hierarchy and moving documents into public and private locations

Validate content types

We identified the specific content or files that are causing the issue. Looked for any unusual or unsupported file types and removed any special characters if necessary to validate content in the source repository.

The Results

A flexible solution


Through our migration expertise and with the use of our rules-based product, we delivered an end-to-end solution that answered all of the business needs.

Major cost benefit


Automation of complex migration processes, and reuse of the same process for different source systems ensured reduced effort and delivered saving of cost and time.

A smooth transition


The ‘phased migration’ proved useful for departments to transition into their new environment at their own pace.

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Content stored in disparate source systems, including archived data, were consolidated and standardized along with all their metadata.

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