Belfast City Council

Migration from OpenText DOCS Open to SharePoint Online

Client Profile

As a part of their digital transformation and Cloud adoption initiative, Belfast City Council wanted to migrate their business content stored in their OpenText DOCS Open platform (previously HummingBird DOCS Open) to SharePoint Online.

Government Administration
OpenText DOCS Open
SharePoint Online

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Case Study Overview

Our Proventeq migration experts worked closely with Belfast City Council’s IT team to design and implement a best practice solution for their new SharePoint Online environment. We had also smoothly moved content over from the libraries in their existing OpenText Docs Open platform to SharePoint Online.

The Complexities Of Migrating From OpenText DOCS Open To SharePoint Online

  • Mapping OpenText DOCS Open Security Model on to the SharePoint Security Model, including item level security. Library-wide security in DOCS Open needed replicating on to the new libraries in the target SharePoint environment.
  • Based on the large volumes of content present in the libraries within the source system, different libraries were created for this content to be classified and stored appropriately within the new target environment.
  • The design and implementation of the new SharePoint environment had to match the Information Architecture in the source Docs Open Information Architecture. 
  • Customised views were needed for the new target system so that an equivalent experience could be provided to the users.
  • User profiles needed organising, including removing old accounts and deleting duplicated ones.

Solving Belfast City Council’ Unique Challenges

Our Proventeq migration experts worked closely with Belfast City Council’s IT team to design and implement a best practice solution for their new SharePoint Online environment. We also carried out a smooth transfer of content from the existing OpenText Docs Open libraries to SharePoint Online.

Belfast City Council used features of our Migration Accelerator; this piece of software is customisable to the unique needs of the business. We tailored the functionality of this program to automate content migration into SharePoint which reduced the overall project costs and timescale.

Using the Content Analyser, our Proventeq Discovery process helped to identify any inconsistencies in content and security. Using this information, it created rules to make the anomalies compatible with the new design in SharePoint.

Item level audits during the process ensured completeness of migration and maintained data integrity; pausing, evaluating and rewinding the progression of the migration to correct errors.

The staggered migration processes in the migration engine allowed each library to be migrated individually. A unique categorisation system was created in SharePoint to match new document destinations.

We ensured that the user accounts existing within the source system were correctly mapped to new user IDs in the Azure Active Directory; thereby ensuring all users were ready to use the new target system.

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The Results

Productivity Improvements

Large volumes of content assets were uncovered. This included all archived items and their corresponding metadata, which were transformed into the master documentation, ensuring successful classification post-migration.  
This has helped Belfast City Council vastly improve content availability, deliverability and fostered innovation within the organisation. 

Optimal Platform Functionality

An item level audit ensured that every content item was successfully cleansed, transformed and migrated to comply with the constraints of the new environment.  
For Belfast City Council, this meant their assets reached optimal functionality, without impacting the files or the new target environment.

Reduced Organisational Downtime

With the help of Proventeq’s highly trained team, Belfast City Council completed their migration project with minimal impact on their day-to-day organisational activities.  
Additionally, SharePoint’s user-friendly interface meant that minimal staff training was required.