Migration from OpenText eDOCS to SharePoint Online
Evolving over almost a century, Strukton Rail has become one of the leading rail providers in the world; their expertise encompasses rail construction, maintenance and technological development.
Case Study Overview
With increasing customer demand came the need for a more up-to-date operating system. Having previously relied on an on-premises OpenText eDOCS ECM system to manage the storage, classification and distribution of content across the organisation, Strukton took the decision to move forward with an implementation of SharePoint Online as their Content Services Platform.
Before the new SharePoint platform could become operational, Strukton needed to migrate over 1 million content items stored in their existing OpenText eDOCS ECM platform in full fidelity to SharePoint Online. This would allow Strukton’s staff to benefit from the advanced content management and collaboration features of Office 365.
STRUKTON - CHALLENGES
The Complexities Of Migrating From OpenText eDOCS To SharePoint Online
- A thorough assessment of Strukton’s source content was required to point to errors, inconsistencies and relationships surrounding content.
- Folders in OpenText eDOCS were not representative due to large volumes of unfiled documents based on metadata associated with different Strukton departments.
- Content in OpenText eDOCS repositories required segregation and migration to consolidated content types and different site collections in SharePoint Online.
- A review of the existing information architecture was needed to determine necessary mapping and transformation rules based on metadata required for migration.
- Related documents stored in Strukton’s OpenText eDOCS platform with similar metadata required migration to the same target location/container within SharePoint
- An audit trail and metadata-based reports were required for the entire migration, to ensure all the items in scope of migration had been moved across correctly.
Our Five Stage Migration Solution
To meet the specific challenges of Strukton’s migration to SharePoint project requirements, Proventeq proposed and carried out a strategic five-step migration solution utilising the advanced features of our Migration Accelerator product.
Discovery & Analysis
Migration Accelerator’s drill-down discovery reports and pre-migration checks identified potential migration issues, helped decide on an efficient migration strategy and established the requirements of a target information structure.
Information Architecture Optimisation
Migration Accelerator’s Metadata-based target structure mapping feature mapped documents to an information architecture which closely matched Strukton’s internal organisational and departmental hierarchy.
Migration Design & Configuration
With the need to extract additional metadata based on the parent folder’s metadata, migration rules were setup via Migration Accelerator to map assets into respective content types. Rules were applied to logically migrate related items.
STRUKTON - Solution 04
Proventeq carried out an end-to-end pilot migration to closely examine the existing content landscape and to highlight potential issues and complexities which would require attention prior to the production migration process.
Incremental Live Migration
The migration was staged to allowed for departmental availability. Proventeq’s team generated custom reports based to ensure the entire content portfolios of respective departments was migrated successfully.