Converting Legacy ECM to SharePointKnowledgeLake WebinarDecember 16, 2009 – 12:00 Central Time

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

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UIR

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CO

RE EC

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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

How to Contact Us

www.knowledgelake.cominfo@knowledgelake.com

1-888-898-0555

Questions?