Content Migration

Welcome and Introductions

Rick Parke, Sr. Systems Engineerrick.parke@knowledgelake.com

Neta Bikovsky, Regional Sales Directorneta.bikovsky@knowledgelake.com

• Founded in 1999 with HQ in St. Louis, MO and sales/service offices across the country

• First mover With SharePoint for ECM – 20035+Years of Effort Delivering ECM for SharePoint

• Market Leader & Developer of Document Imaging and Capture Solutions for Microsoft SharePoint

• Managed Microsoft Gold Certified Partner Independent Software Vendor (ISV)

• Member of MS Partner Advisory Counsel (PAC), Technology Adoption Program (TAP) and Developer Advisory Counsel (DAC)

• 2009 Partner of the Year in two categories• ISV/Software Solutions• Information Worker Solutions: ECM

• 1,300+ Clients Using KnowledgeLake with SharePoint for Capture & Document Imaging

ContentDoc Mgmt

KnowledgeLake Imaging

Server

KnowledgeLake Capture Server

Server

Batch Management

Web Capture & Indexing

Folder Monitoring

MFD/Fax Integration

Fully Searchable PDF

CSV & XML Import

WSS or

MOSS

Content Mgmt

Workflow

Business Intelligence

Web Content Mgmt

Portal

Collaboration

WSS or

MOSS

Content Mgmt

Workflow

Business Intelligence

Web Content Mgmt

Portal

Collaboration

Search Index & Scope

Auto Index - DB Lookup

Search Results Export

Viewer - TIF, PDF, JPG

Viewer Annotations

Workflow Integration

Print from Server

DocClass for Auto Filing

Content Mgmt

KnowledgeLake Branch Capture Server

Client

Throttle & Schedule

Cache

Import

Rem

ote

Captu

re

Paper Electronic Files

Emails

KnowledgeLake ConnectFile without opening SharePoint

Client

Save & Index Email

Save & Index any Document

Auto Index - KL Imaging

Managed by SharePoint

Ele

ctron

ic Files

KnowledgeLake Capture

Client

Batch Scanning

TWAIN or ISIS Scanners

OCR (full text & zonal)

Scalable SP Release

SharePoint Aware

PDF, TIF & XPS creationBarcodes & Patch

codesAuto Index-KL Imaging

Paper File

s - Sca

n

Microsoft SharePoint 2007With KnowledgeLake Imaging

Legacy Imaging Systems Migrations to SharePoint

Brokerage Firm – Westbrook Conversion 40 million images Manufacturing – Documentum ConversionHuman Resources – FileNet Imaging and COLD ConversionHealth Insurance – FileNet Imaging Conversion University – Stellent ConversionDistributor – Optika ConversionOil & Gas – FileNet Conversion

SharePoint trained IT staff are abundant

in the industry.

Increases the ROI which lowers the

total cost of SharePoint ownership.

KL/SP offers Out-of-the-box features that

were previously

achieved by custom code.

Streamline the business-

critical processes simply and efficiently.

Specialized training on propriety

platform for IT staff is no

longer required.

Eliminate maintenance

fee from legacy vendor

Minimize the loss of

information.

Benefits of Content Migration to SP

Migration Drivers• 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

• 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

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 is EOL two products• Documentum is consolidating from 3 to one

DB• OpenText has 5 or more DM systems• Application code cannot be reused• It can take more time and money to upgrade

an existing product than to switch platforms

Avoid Forced

Upgrade

Economic Migration Drivers

• Infrastructure and IT• Cost of multi platform development (.Net and Java)• Dedicated application staff vs. multi purpose

SharePoint .Net• Proprietary hardware support (OSAR)

• Application programming• Small application changes can take weeks (why not use

standard features?)• Large projects can cost months of extra labor during a

legacy upgrade • Hidden costs

• Time to market • Opportunity costs – when competing for finite resources

business will give up on worthy projects

Motivations for Migration

Enterprises today need a simple solution that migrates all of an organization’s content to their SharePoint systems.

Content Migrator from KnowledgeLake

KnowledgeLake offers a low-cost migration solution that saves time and easily migrates content to SharePoint.

KnowledgeLake’s Content Migrator offers a solution for practically any content

management system. 

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 ArchitectureHow does the organization of your current legacy system map to the topology of SharePoint?

SitesDocument LibrariesContent TypesMetadata Columns

Migration Strategies

Department by

Department

All At Once Cutover to SharePoint

Interoperate with Legacy System

Migration Process

1. Metadata Extraction from Legacy System

2. Export Documents to Foldering System with Manifest XML File

3. Import Documents into Capture Server and Release to SharePoint

4. Reconciliation

Hardware/Software Requirements

KnowledgeLake Capture Server

Microsoft SQL Server

KnowledgeLake Content Migrator Utility, 1 to Many Migration Servers, Multi-Threaded

Hardware/Software Requirements• Speed of the migration is heavily dependent

on the number of Migration servers, processing power, and network communication speed.

Export Manager

SQL ServerKLConversion DB

Capture DB

Data Transformation

Non-FileNet Repository

Export

BlockBuilder

Raw BatchesFileNet Repository

Export Architecture

Capture Server Import Plug-In

Raw Batches

SharePoint

SQL ServerKLConversion DB

Capture DB

SQL ServerSharePoint Content DB

Capture Batches

Capture Server Release Step

Content Migration Dashboard

Import Architecture

Legacy Repository

SQL ServerMeta-Data

Transform Meta-Data

Connect:Ad Hoc Content Migration

Connect Demonstration