#ecmmigration

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Case Study: Caliente ECM Data Migration Tool

Migrating to a new ECM system can fill up the ECM with huge quantities of unwanted data, or crash the entire project.

Caliente is an ECM data migration tool that is designed for large-scale content migration to and from different ECM platforms and storage solutions. The vision of this organization is to replace the existing mainframe structured and paper-based data case system with a modern electronic system. And the goal is to support their current functional priorities, including - preventing of terrorist attacks like the most important priority.

Migrating Structured & Unstructured Content

The approach is appropriated to upload metadata to a normalized Oracle database table and to replace associated files from the mainframe to temporary file storage. In this part, Caliente is used to load the content files from the temporary file system storage, and the Oracle tables, into the Document archive.

Caliente leads data in a pipeline process so one query from the source database can create several Documentum objects.

Key Takeaways

Configurable and repeatable middleware that makes more straightforward content exchange process between systems, will decrease the costs of ownership. Also, it will protect organizations from expensive remediation when the target system has to be replaced or upgraded.

It is essential for any organization to migrate the documents, and you need to make sure that they are migrated without any negative impact.

Caliente can support the most common scenarios facing organizations today.

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MIGRATION MIGRAINES: SIMPLIFY ECM DATABASE MIGRATION WITH OFF-THE-SHELF TOOLS

This is an excerpt taken from Armedia.com

Even today, organizations still rely on the slow, painful, error-prone manual process of working with data. This can involve scanning various documents, OCR with the mandatory deciphering of bad handwriting, adding needed metadata, properly naming documents to fit the organization standards, saving digital files in the right format, moving documents to other physical and digital location, etc. Just reading the description of this process is enough to give you a headache.

IS THERE LIGHT AT THE END OF THE ECM MIGRATION TUNNEL?

Now think about the scary process of moving all that data into an ECM system. Enterprise Content Management systems are massive systems built to answer most of the modern company’s data needs. But, taking all those scanned files, all those disjointed excel spreadsheets, tons and tons of data stored in different databases is scary, to say the least.

Companies can spend thousands of work hours in processing all their data and still not be out of the woods when it comes to eliminating human error. There are far too many moving parts, far too many variables, and every step of the way is yet another chance of forgetting something, overlooking a small detail, and end up with a failed migration into an ECM.

The old saying goes applies. If I could get a Nickel any time the phone rang with a stuttered voice on the other end of the line saying “Um, guys, umm, we have a problem. The Payroll database, we kind of dropped the ball and, um, we can’t really make sense of what we have. It’s just a series of numbers, then a series of names, then a series of commas, colons, semicolons. Please help!”

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Create A Topnotch Strategy Before Migrating Your ECM To Cloud

The Cloud is growing to be a very compelling approach for organizations to host ECM applications. It offers a reliable computing power, flexible cost models, and lots of off-premise support assembled conveniently in an enterprise content management service agreement.

Undoubtedly, the Cloud represents an unexplored territory for many organization since these critical applications are requiring more maintenance and care than standard deployments.

DEFINING YOUR NEEDS

Start your migration by understanding the basics – what data will you migrate to the Cloud. Even if it sounds simple, organizations often skip this step and then discover more applications that need to be moved.

An infrastructure evaluation will help you figure out what needs to go where and you will start to get a sense of what your migration should look like.

A SOLID EVALUATION WILL EXPLAIN THE FOLLOWING CONCERNS:

·         What are the RTO (Recovery Time Objective) and RPO (Recovery Point Objective) of every application?

·         Where are all the data and apps placed and how can you easily find them?

·         What are the security and compliance requirements of every application?

·         How much capacity your applications and data are utilizing?

·         How is everything associated with your system?

·         What are you migrating?

Before starting the migration process it is good to identify what needs to be migrated and how much capacity it requires.

WRAP UP

The basic reason for implementing an enterprise content management system is to enhance the accessibility of corporate data. Moving your ECM system to cloud indicates that data is now more accessible than ever.

It is very important to start your Cloud migration with an understanding of the benefits of Cloud computing your organization needs the most. Whether it is reducing costs, or keeping up with the new-gen technologies, having a robust cloud migration strategy will maximize the advantages.

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WHY CALIENTE IS THE BEST ECM MIGRATION TOOL

This is an excerpt taken from Armedia.com

Having the ability to have a panoramic view of information over the organization in an impeccable and transparent way, has clear business value. The information is no longer just data, but content that can be integrated, interpreted and be more significant to corporate end-users.

Migrating content from one ECM system to another allows a united view and access to information in order to maximize investment and increase efficiency. So, having the right migration tool is a must-have when migrating content from one ECM system to another.

Using a migration tool means making the job of content migrating much easier. The point of these tools is automating the process of migration by providing a library of previously configured templates and tasks that can be selected and performed with a single click. As previously configured tasks are reducing or eliminating custom coding, they can likewise reduce both the level of required expertise and the duration of consulting services.

CUSTOMIZATION & CONFIGURATION

If you want your migration to be successful, the content migration tool should include customization tools that are allowing you to make custom scripts and save them as templates that can be installed and run together with other automated tasks. Additionally, useful configuration options are including the ability to take a phased approach, run pilot projects, and also schedule your migration tasks at off-peak hours. Being able to schedule the migration will help you to better manage the process and also decrease disruption to content management users. Notification, monitoring, restart, and rollback options will allow you to earlier discover potential problems and make some changes in order to optimize the migration process.

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5 KEY STEPS FOR PROPER ECM DATA MIGRATION PLANNING SO YOU WON’T TRIP, FALL, CRASH AND BURN

This is an excerpt from Armedia.com

There are many reasons why an organization may face a large ECM data migration. Most of the times companies start thinking of ECM data migration because they want to modernize workflows. Other times, this may be because of a recent acquisition, a part of a strategic effort, or a push to minimize expenses in maintaining old systems.

Whatever the reason, a large ECM data migration is a daunting thought. And it often fails. These failures are usually the direct result of poor planning. This is why researching for available migration tools and processes is such a crucial part of ECM data migration. We’ll mention the tools at the end. For now, here are some guidelines to help you plan a proper ECM data migration process.

Study the Source of Data

The first step in any ECM data migration project should be studying the source of data. This data is the key subject of the entire process, so it goes without saying that teams need to know what they want to migrate. Here are a few steps to help your team get to know the data better:

A. ASK THE RIGHT QUESTIONS:

What types of documents are stored in your current system?

What indexes and metadata are used for describing each document type?

What are the relationships between individual documents?

B. ANALYZE THE ENTERPRISE CONTENT MANAGEMENT SYSTEM IN WHICH DOCUMENTS ARE STORED:

How can you extract documents from your current ECM     system?

How the documents relate to each other?

How is the metadata stored?

Obviously, these questions lists are neither exhaustive or following a workflow-specific order. Each organization will have specific situations that the ECM migration team should discover before starting any data migration.

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WHEN IS THE RIGHT TIME TO HIRE AN EXTERNAL TEAM FOR ECM INITIATIVE?

This is an excerpt from WHEN IS THE RIGHT TIME TO HIRE AN EXTERNAL TEAM FOR ECM INITIATIVE?

How much time and effort do the employees of your organization spend every year looking for key documents, missing reports, e-mail authorizing an action, or data files with important information for verifying some corporate action or making business decisions? Implementing an ECM system or digital initiative that makes your business processes be more efficient can be a major opportunity for your organization.

The purpose of ECM is to manage the inefficiency of paper-based workflows, the unnecessary time wasted on data security and time-consuming processes of searching relevant information. The main goal of ECM is to digitize, manage and exploit the value of your organization-related content and information. Your business structure will increase significantly in efficiency and your employees will improve their knowledge about assessing data immediately.

Each business, from start-ups to enterprises, generates and consumes volumes of digital content and document. The primary opportunity is organizing and storing the data and making it available for simpler searching and analysis. Your organization needs help to store, collaborate, manage, protect, and perform business actions on your information. This is where a robust ECM solution comes in.

COMMON ECM PITFALLS

There are numerous common pitfalls that are leading organizations to consider new ECM solutions. Many organizations have given little thought on how they govern their content. This is the reason why many content deployments are facing failures.

Specifically, the biggest pitfall for an organization in terms of content management is a lack of devoting sufficient attention and resources to their business processes before moving to a new project. In order to succeed in an era where digital content is key for so many services and industries, it is crucial to plan, optimize and manage business processes. And, to make it even worse, many organizations are unwilling to invest in external assistance from an ECM consulting firm that brings years of best practices, while freeing internal resources to handle other important tasks.

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HOW TO CHOOSE THE RIGHT VENDOR FOR YOUR ECM MIGRATION NEEDS

This is an excerpt taken from Armedia.com

For successful organizations, implementing an ECM solution and hoping to get the best of it is not an option.

It takes time to plan, adjust, and pick the right vendor that will meet all the needs of one organization. As a matter of fact, when organizations don’t invest enough time in choosing the right ECM vendor, the chances are their projects will fail.

In this article, you will be shown that one of the most positive, cost-effective, and beneficial steps your organization can make when implementing a new ECM system is certainly not to hasten the process of picking a vendor.

Determining the goals of your organization is essential while picking the right vendor. You will have requirements and it is up to find the vendor that will meet all of them. So, to ensure that you will pick up the best-suited vendor that will meet all of your organization’s ECM needs, consider the following steps:

1. Determine your requirements

Before starting anything else, it is important to make a list of your organization requirements that will be addressed by the vendor you will choose. Enterprise content management has a huge stock of product categories, and the vendors are providing a wide spectrum of them. So, it is of high importance the end user to understand what is required before it can be suited to ECM vendor’s capabilities.

2. Request a proposal from several vendors

The proposals you will get will help you narrow down your choice. Some vendors will disqualify themselves by either not meeting your organization’s deadlines or not be able to meet all of your requirements.

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SUCCESSFUL MIGRATION FROM ONE ECM TO ANOTHER: PART 2

This is an excerpt taken from Armedia.com

8. TRAINING: TEACH THE END-USERS HOW THE SYSTEM WORKS

The last key to a successful migration from one ECM system to another is ensuring your new system encourages high end-user adaptation rate. If the organization implements an ECM system but your end-users find the system too difficult to use, you won’t be able to capture and store all the information that your organization must secure.

Provide an enterprise content management software that is both modern and user-friendly and has the right tools for quickly accessing and retrieving information. Lower the obstacles to adoption to the new ECM system by being transparent about the migration plan, setting expectations for end-users, and sharing helpful information to assist in their transition.

This is where you should keep things simple. If the new ECM system helps to ease the tasks and increase the productivity of your end-users, it will be a win-win situation for both your organization and your end-users.

CONCLUSION

The ECM migration process is essentially complicated and creates a potential risk to high-value data assets. This is the reason why many organizations resist the temptation and benefits of a new ECM system. However, with proper tools, planning, and commitment to success, risks can be reduced and the benefits can be optimized.

No migration is free from unforeseen barriers. These stages for a successful migration from one ECM to another can help you predict, bypass, and defeat challenges so you can accelerate and streamline your migration from one system to another as much as possible. By understanding the risks and by planning for success, you will ensure a solid return on an investment in ECM migration. Proper and correctly planned migration will result in a stronger content infrastructure and more productive users.

Please keep in mind that this is just a suggestion checklist. In some cases, you will need to expand it, and in some cases, you will find that some steps do not apply. What are your experiences and thoughts on the ECM Migration issue? Let us know in the Comments section below.

See Part 1: Successful Migration from One ECM to Another

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If You Are Afraid Of Migration From One ECM To Another Consider Armedia

We know that migration can be painful. It can take a lot of time, effort and money. But this is not always the case. 

Here are some tips as to how to painlessly migrate from one ECM to another:

1. Evaluate

2. Clean Up Data

3. Optimize

4. Build the blocks

You wonder what all of this means. Take a look.

Evaluation. This is the first stage of planning your ECM migration. Here you examine and determine the major strengths and weaknesses of your current ECM. 

This step is crucial since it helps you determine what is it that you lack and need from the new ECM.

Clean Up Data. Here you determine what data needs to be migrated and what needs to be archived or deleted. 

This way all the data from your current ECM that has no value, or negative value will be prevented from migration. Saving time and resources.

Optimize. This is a vital step which will help you improve your business processes. And this is crucial to gaining advance over your competition.

Build The Blocks. 

Once you go through all of the previous stages it’s time for taxonomy, folder structure, workflows, document templates, and proper security settings.