Strukton

OpenText eDOCS ECM Modernization

Client Profile

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.

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 organization, Strukton took the decision to move forward with the 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.

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LOCATION

Netherlands

SECTOR

Transportation

SOURCE

OpenText eDOCS

DESTINATION

SharePoint Online

The Challenges

Inconsistent content

A thorough assessment of Strukton’s source content was required to point to errors, inconsistencies and relationships surrounding content.

Unfiled documents

Folders in OpenText eDOCS were not representative due to large volumes of unfiled documents based on metadata associated with different Strukton departments.

Consolidated content types

Content in OpenText eDOCS repositories required segregation and migration to consolidated content types and different site collections in SharePoint Online.

Audit trail

An audit trail and metadata-based reports were required for the entire migration, to ensure all the items in the scope of migration had been moved across correctly.

Our Solution

To meet the specific challenges of Strukton's project requirements, Proventeq proposed and carried out a strategic step migration solution utilizing 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 optimization

Migration Accelerator’s Metadata-based target structure mapping feature mapped documents to an information architecture that closely matched Strukton’s internal organizational 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.

Pilot migration

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.

The Results

Optimized content architecture

To allow Strukton to optimize their content architecture in SharePoint, Proventeq ensured that content stored in disparate source systems, including archived data, were consolidated and standardised along with all their metadata.

An item level audit along with metadata ensured that every content was successfully cleansed, transformed and migrated to comply with the constraints of the new environment.

Seamless transition to SharePoint

The adoption of pilot, live and delta migration processes helped to ensure that Proventeq’s strategy met the needs of the project; staging the migration over period of months helped Strukton to avoid any costly or time-consuming technical issues and ensured that departments across the organization would be able to access content and information as needed both during the project and after the migration’s completion.

Minimal impact to business activities

Automation of complex migration processes and reuse of the same process for different source systems ensured reduced effort. This minimized the impact on business-critical processes and resulted in a reduction in overall project costs.

With Proventeq advising on best practices for OpenText eDOCS to SharePoint migration, Strukton’s team was assured to continue their business as usual during and after migration.

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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.

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