PoolRe

OpenText eDOCS ECM Modernization

Client Profile

Pool Reinsurance (PoolRe) is a mutual reinsurer set up by the British government with leading insurers to provide terrorism cover. Its members comprise the vast majority of insurers and Lloyd’s Syndicates which offer commercial property insurance in the UK; membership of the scheme affords them a guarantee which ensures that they can provide cover for losses resulting from acts of terrorism, regardless of the scale of the claims.

Corporate data for every department was stored in OpenText eDOCS and needed to be migrated to the new intranet site built on SharePoint 2016. Proventeq played a pivotal role in enabling PoolRe to migrate a quarter of a million documents to a new Information Architecture designed on SharePoint 2016.

An item-level audit ensured that all data 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.

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LOCATION

UK

SECTOR

Insurance

SOURCE

OpenText eDOCS

DESTINATION

SharePoint Online

The Complexities of the Project

Documents were not filed in OpenText eDOCS , and the new IA in SharePoint required mapping.
Source systems contained content with invalid data not supported in SharePoint.
The existing metadata had to be enhanced to fit into the new metadata model.
Users no longer with the organization had to be mapped to valid accounts in Active Directory.
Business downtime during migration had to be minimized for critical departments.

Solving PooRe's Unique Challenges

Content discovery & analysis

Using the Proventeq Content Analyser, the 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.

Mapping documents

Documents were not filed in OpenText eDOCS, and 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

Almost half the content was not classified with the required metadata, so special rules had to be formulated to automate the migration.

Restructuring of the content hierarchy

Content organization warranted restructuring of content hierarchy and moving documents into public and private locations.

The Results

A Universal platform

Migrating from five different source systems can pose different challenges. Our expert team merged millions of assets into one, easy-to-use site which increased the accessibility of relevant documents for their employees.

Mitigated downtime

Successful consolidation of content from various source platforms and multiple repositories into Microsoft SharePoint. Business downtime during migration was greatly reduced using managed migration.

Safe content

Security was extremely important to PoolRe. Each piece of content was reassigned to the same level of security as within the origin system, to ensure the asset library remained protected.