legacy ecm migration
Post on 03-Nov-2014
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Converting Legacy ECM to SharePointKnowledgeLake Webinar
Agenda
• KnowledgeLake Overview• Why Migrate your ECM to SharePoint• Benefits of Migrating to SharePoint• Challenges with replacing Legacy ECM with
SharePoint• Real World Examples• How to approach the Migration Process• Recommendations
Company
Founded in 1999Headquartered in
St. LouisPrivately held by KnowledgeLake executives and
Fujitsu
Marketplace
Document Imaging & Capture for Microsoft
SharePointRegional offices
throughout North America
Partners throughout the world
Experience
Years of experience with legacy ECM
productsFirst mover in
SharePoint ECM since 2003
100’s of successful customers using
SharePoint for ECM
Microsoft
Managed Gold Certified ISV
Member Technology Adoption ProgramMember Partner Advisory Council
Member Developer Advisory Council
About KnowledgeLake…
2009 Partner of the Year in two categories
• ISV/Software Solutions• Information Worker Solutions,
Electronic Content Management
Connect
• Capture E-documents From Desktop, Outlook And Also Drag-n-drop
• Accurately Index Documents• Release Into SharePoint Libraries• Complete Process In Just 2-clicks!
Capture
• Scan Paper Documents With Desktop, Departmental And Production Scanners
• Index Documents• Release Into SharePoint Libraries
Server
• Capture From Office Copiers, Multi-function Devices, Fax Servers And Network Scanners
• Index And Scan Via Web Browser• Automate PDF, OCR Conversion
Imaging
• Database Lookup & Index Automation • Perform Exact Relevance Searches
With Any Combination Of Index Values• Central Enterprise Indexing Schema• Zero-footprint Image Viewer
SharePointKnowledgeLake extends the native capabilities of SharePoint to give you the freedom and flexibility to scan, index, store, retrieve and view large volumes of documents in a variety of ways
Why Clients Select KnowledgeLake
Fast, Accurate and Low Cost Migration
Experienced Staff
Flexible Solution
Proven Process
Benefits of Migrating to SharePointEnterprises today need a simple solution that migrates all of an organization’s content to their SharePoint systems.
State of the ECM Market
The increased focus of infrastructure vendors, especially Microsoft, on content management has led to consolidation in the ECM market, where only three or four significant vendors are left for consideration for enterprise-wide deployments. - Gartner, September 2007
StellentOptikaOracle
FileNetWorkplaceIBM CM
SharePoint
Migration Drivers• Need to reduce costs across the board- HOW?
– (Fire employees or cut software and maintenance cost)– Annual legacy maintenance– Internal support costs (redundant: staffing, training…)– Supporting multiple platforms– Forced upgrades– Custom code– Outdated and expensive hardware
• Leverage what you own– So we wrote Microsoft a big check, why are we not using what we
bought– Why do we have three different systems that all do the same thing
Economic Migration Drivers
• Legacy maintenance– What would an 80% reduction in
legacy maintenance mean to you? – What if you only had to renew 10% of your expensive
legacy licenses? • Is your next “upgrade” a migration in disguise
– FileNet P8 requires a full migration– OSARs must be sent to FileNet to migrate– Application code cannot be reused– It can take more time and money to upgrade an existing
product than to switch platforms
Avoid Forced Upgrade
So who is really doing this?
FileNet Migration Customer Examples…
Customer FileNet Info Volume/Users/Apps After
Concordia Plan Services
Image ServicesImaging and COLDAnnotationsMSAR
12 Million Docs400 UsersHR and Benefits
MOSS w/KL2 Web Front End ServersIndex ServerDatabase Server
Blockbuster Video Image Services and COLDOSAR/MSAR
47 Million Images1,000 UsersAP and HR
MOSS w/KL4 Front End Web ServersIndex ServerSQL Server
Contract Freighters Image ServicesOSAR
15 Million Images500 UsersFreight Billing Workflow
MOSS w/KL2 Front End Web Servers, Index Server and SQL
ChemTrec Image ServicesOSAR
4.1 Million Docs25 UsersMSDS Documents
MOSS w/KL1 Web Front EndDatabase Server
Other Migrations…
Customer Platform Volume/Users/Apps After
Large Midwest Retailer
iManageDocumentum
3 Million Docs3,000 UsersDistribution
MOSS w/KL8 Web Front End ServersIndex ServerDatabase Server
Washington University
Stellent/Optika 7 Million Images300 UsersAlumni Development
MOSS w/KL2 Front End Web ServersIndex ServerSQL Server
SMBC Bank Custom Imaging System
5 Million Images500 UsersLending
MOSS w/KL2 Front End Web Servers, Index Server and SQL
Scottrade Westbrook – FortisImaging/COLD
20 Million Docs1,500 UsersNew Accounts Opening
SP 2003 & KL8 Front End Web Servers, Index Server, SQL
Are Migrations Long and Complex?• May not be as big as you think• Not always complex and long
• FileNet Migration of 3 million images• 3 weeks (with OSAR)
• Large project example • Migration of 50 million images• 12-16 weeks of effort
• Planning and Analysis are the key to reducing the amount of time
What’s the Catch????
Content is only half the battle
• What about supporting applications?– What is the effort to replace them– How do you replace them– Can SharePoint support application needs
• What about the users?– They do not use the ECM solution we have now– How do we keep this from being another failed
project
EV
OLV
ING
R
EQ
UIR
EM
EN
TS
CO
RE EC
M
Imaging Transactional Processing Compliance
DigitalAsset
Management
The SharePoint ApproachTraditional ECM
Drive Broad Adoption
Integrate and Extend
Extend to Enterprise
Direction of ECM
PA
RTN
ER
S
OLU
TIO
NS
AN
D
EX
TEN
SIO
NS
Image Capture
Transactional Processing
SpecializedCompliance
Vertical Solutions
Content Centric Applications
Collaborative DMIntegrated DMRMWCMWorkflow
Features Usability Extensibility Integration Manageability
A unified, extensible platform for deliveringEnterprise Content Management solutions.
Numerous add-ons or customizations
• Numerous ISV add-ons– Imaging (KnowledgeLake)– WorkFlow (Nintex)– Compound file types like engineering (Bently)– Applications/Verticals (NextDocs or Wisdom)
• Customizations– Forms– LOB integration
The Challenges
• Core feature set is not 1:1 with Legacy vendors• No Real OOB solutions- Configure Everything
– Clinical trials– Contract management– AP/AR processing
• No Real Vertical Focus- Jack of all Trades– Legal– Healthcare
The Benefits
• The features SharePoint lacks as an ECM solution are not highly utilized– Good enough for basic ECM
• ISVs and Custom Code fill the gap– Build comparable solutions easily
• Only need to buy add-ons you really need– Add what you need, not more than you need
Questions You Should Ask• Is this legacy platform part of your strategic vision for ECM?• What is the future path of the platform?• What’s your actual annual cost for the legacy platform
(hardware maintenance, software maintenance, customer application development…)?
• Any planned or required upgrades for the legacy platform in the near future?
• Does your company have an technology investment in Microsoft already? Why isn’t SharePoint part of your ECM strategy?
Real World ExamplesFileNet Costs:• $25K annually in Maintenance to IBM• $3k for the Jukebox• $17k to FileNet VAR for support• Filenet upgrade- FORCED
Drivers:• System failing 2-3 times a month• Support from partner getting worse• No internal knowledge of FileNet system• Want to grow ECM outside of current use in 2 departments- do it internally is the
goal• Have a MOSS strategy and driving forward with it• FileNet not being fully utilized by end users- no one other than accounting really
uses it
SharePoint Imaging Solution• Cut Support cost to under $10K• Total Project had an ROI of less
than 20 Months (HARD COSTS)• Better end user support• IT can own the solution
Real World Examples
FileNet Costs:• $140K annually in Maintenance• $75k to FileNet VAR for support• FileNet dropping Support• Filenet upgrade- FORCED
Drivers:• Huge Annual cost of the solution• No internal knowledge of FileNet system• Have a MOSS and want to leverage that investment for Imaging• FileNet not being fully utilized by end users
SharePoint Imaging Solution• Cut Support cost to under
$15K• Total Project had an ROI of
less than 12 Months (HARD COSTS)
• Leverage internal MOSS expertise and data center
How to Make it Happen
Planning The Migration• What is the volume of
documents to be migrated to SharePoint?
• What types of documents are stored in the current system?
• Where are the documents stored (File System, Blob, OSAR)?
• How are documents currently added to the system?
Planning The Migration• Does the current system
use Foldering?
• How do users search for documents?
• How is security handled?
• Are there multiple versions of a document?
Planning The Migration• Are annotations used?
• Are compound documents used?
• Are overlays used?
• Are workflows used with the documents?
• Are there any retention policies in place?
SharePoint Architecture
• How does the organization of your current legacy system map to the topology of SharePoint?
MetaData
Content Types
Libraries
Sites Company
Accounting
Invoice
PO Number Invoice Number
PO
HR
Resumes
SSN First Name Last Name
Migration Strategies
Department by Department
All At Once Cutover to SharePoint
Interoperate with Legacy
System
?
Migration Process
• Extract the content from the system– Shot gun or phased
• Scrub or map to new system– Good time to fix indexing and structure
• Load into SharePoint– Fast and efficient
• Monitor/audit the migration– Error handling and validation
• Reconcile any issues• Decommission old system
– Make sure everything moved
Build vs. Buy
• Write custom one off code to export/import content– Good for simple loads
with 1:1 mapping• Buy a Migration Tool
– Prebuilt extraction tools– Reusable for multiple systems– Tools for scrubbing and
reconciliation
Microsoft SharePoint 2007With KnowledgeLake Imaging
Legacy ECM Platform
Document and Index Migration
KnowledgeLake ECM Migration Solution
What it Does:
• Facilitates the orderly Migration of documents and indexes from legacy document management/imaging platforms to SharePoint
• Leverages KL Capture Server Plug-in Technology and Step Processors
• Leverages Capture Server SharePoint Scalability functions• Provides a detailed migration audit trail for
each migrated document• Provides facility to scrub data and transform content file type• Configurable mapping into SP Taxonomy
KnowledgeLake ECM Migration Utility
Why to use it:• Speed and accuracy of migration• Documented audit trail for compliance requirements• Quick to install, configure and customize• Proven in all sorts of content migrations to SharePoint• Scales SharePoint within the
MS folder volume limitations• Leverage KnowledgeLake
Expertise and knowledge
KnowledgeLake ECM Migration Utility
• What is the alternative:• Custom develop your own migration utility• Migrate content without regard
for scalability and performance
• Risk missing your migration deadline
Key Benefits
• Already developed therefore the speed of migration will save you money versus in-house dev/testing
• Migration utility is proven• KnowledgeLake has experience with
migrations to SharePoint• SharePoint will scale orderly thus
maximizing system performance
Review and Summary
Making your decision
• How committed are you to SharePoint?• How is you organization really using ECM?
– How big is the SharePoint GAP for you• Is there real RIO in the Migration
– Cost Take Out/Leverage What you Own• Do you have industry or vertical requirements
SharePoint cannot meet?
Factors Impacting Migration Scope• Number of Document Classes/Content Types to be migrated• Number of legacy systems/servers• Number of migration servers to be configured• How will documents be migrated? All at once, by date, by
type, by folder?• OSAR (speed of storage hardware)• Type of Legacy database• Number of Documents/Pages• COLD documents (especially with Overlays) or other
proprietary formats
Free Legacy ECM Assessment
• Provides insight into complexity of your migration
• Provides recommendations on best practices for migration
• Provides budgetary investment and ROI evaluations on migration
Contact Information• CORPORATE OFFICE:
KnowledgeLake, Inc.3 City Place Drive, Suite 700 Saint Louis, Missouri 63141
• Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555
• info@knowledglake.com
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