14 tips for planning ecm content migration to sharepoint

14 Tips for Planning an ECM Content Migration to

SharePoint

Joel Oleson

Hershey Technologies

@joeloleson

About Hershey Technologies• Founded in 1991

• Certified Microsoft Partner

• IT Solution Provider with deep expertise in…

• End to End SharePoint Consulting Services

• Document and Image Capture:

• Scanning and Imaging

• OCR solutions for automated document and data capture

• ECM and Document Management

• BPM / Workflow

• Contact us…

• Follow us on Twitter: @HersheyTech

• www.hersheytech.com

• info@hersheytech.com

Agenda

• SharePoint ECM – SharePoint Online & SharePoint 2016

•Why migrate content from legacy ECM systems into SharePoint?

• 14 Planning tips for ECM content migration to SharePoint

About Joel Oleson

• Director of Marketing & Product Strategy @ Hershey Tech

• Adventure Traveler Explorer

• First SharePoint Admin

• Rode a bike down the World’s Most Dangerous Road

• Architecting Customer ECM Solutions since 2000

• Launched SP Communities in Jamaica, Kenya, Jordan, Philippines, Uruguay, and many more…

• Sharing best practices blogging, speaking, tweeting…

@joeloleson

Collabshow.com

Joleson@hersheytech.com

Source and Destination

Common Legacy ECM Applications

EMC - Documentum • D5/D6/D7• ApplicationX

tender

Hyland• OnBase• Liberty

Fortis• Fortis• File Magic FileBound LaserFiche

Hershey Technologies• XenDocs

Content Server

Xerox• DocuShare

Canon• ImageWare

IBM – • FileNet• Content

Manager

OpenText

Perceptive Software• ImageNow

Why SharePoint for ECM?Powerful taxonomy

featuresManaged metadata

Site content types and columns

Business Connectivity Services

Lookup columns

Document Sets

Powerful search engine

Workflow

Versioning

Check-In / Checkout

Records Management

eDiscovery and Holds

Site Mailboxes

Content Organizer Rules

Metadata Navigation / Filtering

Partner Eco-system

Platform

SharePoint Online – Office 365

• Your company may already have licenses… 80% of SharePoint CALs cover SharePoint Online

• TB of storage per user in OneDrive for Biz

• 10 GB file upload

• Always up to date… Microsoft does the upgrades without additional fees

• You get it first! O365 early adopter customers have had access to Delve for over a year!

• Mobile just works

Coming Soon… SharePoint 2016 !

1.Durable Links

2.Compliance – DLP is the key term.  Monitoring, and protection of data through deep analysis of content.

3.Increased Boundaries – List views increased, single file sizes up to 10GB, TB databases, and list thresholds

4.Minimal patching with Zero Downtime

5.Hybrid Deployment Automation

SharePoint Migration Planning

Tips

Tip # 1 – Information Architecture is Key - Consider Refactoring such as splitting one legacy repository into multiple SharePoint libraries

AVOID item level

permissions

Reduce number of documents per library (improves

performance)

SharePoint allows unified search across

multiple libraries

File Share SP List

Vendor

PO #

Invoice #

Division

Alpha, LLC

3456617

74584 ACSC

Bravo, Inc

3456633

88363 ACMO

Charlie Co.

3456641

56546454 ACSC

Alpha, LLC

3456648

74584 ACSC

Delta Signs

3456652

675676 ACTX

Echo Ink 3456661

INV-324454 ACTX

Bravo, Inc.

3456670

456546464 ACMO

Vendor

PO # Invoice #

Alpha, LLC

3456617

74584

Charlie Co.

3456641

56546454

Alpha, LLC

3456648

74589

ACSC Invoices

Vendor

PO #

Invoice #

Delta Signs

3456652

675676

Echo Ink 3456661

INV-324454

Vendor

PO #

Invoice #

Bravo, Inc

3456633

88363

Bravo, Inc.

3456670

456546464

ACMO Invoices

ACTX Invoices

Legacy RepositorySharePoint Libraries

Tip # 1 - Use folders, libraries or content types for security

Tip #2 Permissions/Security Considerations

•Consider Adding AD Groups to SP Groups (instead of AD Users) 

• Adding AD users to SP Groups causes incremental/continuous crawl to update to crawl ACLs.  Crawl may go from 3 minutes to 2 hours.

CC: Helloturkeytoe

Tip #3 If you want Scale you need to PLAN!

• Even if you are migrating content with rich metadata, plan to import the content into SharePoint using folders.

• SharePoint allows around 25M documents per library

• With 5,000 root level folders and 5,000 documents per folder this gives you 25M documents/library

• Without use folders, Incremental/Continuous Crawls may perform a table scans

• Easiest approach is to use Content Organizer Rules

Content Types

Inheritance

Workflow Processe

s

Retention Policies

Custom template

s

Legacy Document Types

Tip # 4 –Consider converting legacy “document types” into SharePoint Content Types.

DocumentYourCompa

ny Document

Contract

NDA

Retention: 5

YearsWorkflow

: none

MSA

Retention: 7

YearsWorkflow

: Approval

FieldsPartyNameContactNumberEffectiveDateExpirationDate

Tip # 4 –Consider converting legacy “document types” into SharePoint Content Types.

FieldsNameTitle

FieldsNameTitle

Tip # 5 – Optimize…Consider converting “choice” fields into Managed Metadata, Lookup or External data columns

Managed

Metadata

Lookup External Data (BCS)

Hierarchical YES NO NOReference other columns

NO YES YES

Scope Farm Site Collection Enterprise

Tip # 6 Normalize with site columns or content types for consistency

Policy#

Policy No

PolicyNumber

Legacy ECM System

Policy Number

SharePoint Site ColumnRepository Field

Name

Auto Policies PolicyNumber

Medical Policies

PolicyNo

Home Policies

Policy#

Tip # 7 – Don’t migrate Junk…Age out, Archive, and Optimize…

“Garbage in = Garbage Out!”

cc: Swamp school

Tip # 8 – Understand the Environment:Use Cases

Workflow automation and validation

Ensuring Terms and Metadata consistency

Ensuring there is NO Data or Metadata loss during migration

What does inbound data & capture look like? Scan/Fax/Email

Are there any specialized indexing needs

Tip # 9 - Understand the Environment: Key Metrics

Dbs, folders, files and items

Structure and size of repository

Rate of change

Growth over time

Usage rates and concurrency

Tip #10: Migration Gotchas!

•Invalid Characters in the filenames

•Error handling

•Broken Links

•File Size

•Compliance and Sensitivity of documents

!@#$%^&*(){}+=?><:;~`/|[]

Migration GotchasFile Conversions or third party viewer may be needed

Scanned Documents

PDF• Searchable• Image-Only

TIF• Multi-Page (1

file per document)

• Single-Page (multiple files per document)

Engineering

Auto-Cad• Dwg

Email andAttachments

msg

eml

Multimedia(Consider non MS formats)

Audio• mp3• wmv• wav

Video• avi• mpeg• mp4

TIP #11 Infrastructure Considerations for large scale

• Lessen impact existing SharePoint site collections when starting large ECM migration

• Allocate dedicated WEB front end servers to support higher throughput

• Allocate dedicated SQL Server for legacy content

to host content DBs to avoid disk contention

timothymorgan

Tip # 12 –Consider extending Search… Buy or Build

Consider Search

Refinement and Rich filtering

SharePoint formats Search

results like a “search

engine”, not a DMS.

SharePoint metadata

filtering does not scale for

large libraries

If you put something in how will you find it?

How many docs are

returned in typical query?

Save queries for re-use?

Search metadata vs.

full-text

How many times per day is repository

queried?

What type of users are

searching?

Search Refinement – BA Insight

Tip #13 – XenDocs ECM Search With Vizit™

Intuitively build precise

document queries

Sortable search results

Image previews for

scanned images

Tip # 14 –Understand migration tool options

• Existing 3rd party tools vs Custom tools

• Field mapping (different field names between source system and SharePoint)

• Filters to allow migrations to be performed in chunks

• E.g. Only migrate documents where DocType=‘Expense Report’ and DocDate>’02/13/2009’

• Control: Ability to manage and audit status of every record

• File Conversions

• Single Page TIF to Multi-Page TIF

• TIF to PDF

• Image only PDF to Searchable PDF

• PDF to PDF/A

Advantages of 3rd party Migration Tools• Allows you to skip versions. 2007 to 2013 or 2010 to

2016

• Incremental copy

• Fix broken and relative links

• Fix security issues

• Optimize for Search

• Remove Junk

• Refactor – Promote/demote, move/copy, split

• Remove legacy dependencies on code

Common Migration Tools

XenDocs Migration Tool

In Closing…

•Hope these tips were helpful, if you need more help, lets discuss…

•Demo of various migration tools

•Office 365 Hybrid strategy

•Metadata Search optimization

•Adoption strategy

Let’s connect

Joel Oleson

@joeloleson

Collabshow.com

Joleson@hersheytech.com

linkedin.com/in/joeloleson