Hitachi Consulting
Content Rationalization & Migration
Inspiring Your Next Success!®
Content Rationalization & Migration Framework for MOSS 2007
Hitachi Consulting
Managing Information Overload
Does this Sound Familiar?
• Content storage in multiple systems
• Multiple metadata structures used
• Unstructured content is unmanaged
• Extensive duplication of content stored
Inspiring Your Next Success!® 1
• Extensive duplication of content stored
• Storage capacity reaching its limits
• Enterprise search is not effective
• Inability to find the right information at the right time
• Inability to cross reference information between systems
• Limited or no quality assurance of content
• No formal content management policies in place
Hitachi Consulting
Hitachi Consulting has developed a best practice approach to helping our clients migrate content to the MOSS 2007 platform.
Benefits Include:
> Automate the Content Audit Process – crawl
content sources and conduct detailed analysis on
the current state of content
> Provide Reports on Key Content Issues –
Content Rationalization & Migration Framework
PeopleProcesses
ReportsTools
Content Migration Framework
Inspiring Your Next Success!® 2
>
provide actionable reports and recommendations
on metadata manipulation, removing duplications,
archiving and expiring content, ongoing
management, etc.
> Provide Tools to Enable Content Owners to Clean & Rationalization Content – facilitate the
content clean up effort by content owners and
knowledge workers
> Automate Content Migration – migrate quality
content with the right metadata to MOSS 2007
Processes - Systematic, streamlined approach to rationalizing and migrating enterprise content
Tools - Automated tools for crawling, analysis and manipulation, and migration efforts
People – Skilled resources with experience with MOSS 2007 and content best practices
Reports - Standardized and custom reports to provide data about enterprise content and strategic recommendations
Hitachi Consulting
How SharePoint 2007 and Metaplus+ can Solve these issues
SharePoint 2007 and Metaplus+ is an ideal solution to address these key issues:
SharePoint 2007• Enhanced document management functionality
• Unified storage architecture
• Enterprise search
• Application of content management governance
• Application of archiving policies
Inspiring Your Next Success!® 3
• Application of archiving policies
Metaplus+ Platform and Processes• Identifies and analyses current content characteristics
• Identifies duplications and content for archiving
• Applies metadata to unstructured content
• Enables migration to SharePoint 2007
• Improves the quality of an organisations existing content
• Provides customized migration processes
Metaplus+
Hitachi Consulting
Metaplus+ Platform and Processes
• Hitachi Consulting Content Diagnostic and Migration Service provides organisation’s with the ability to perform a detailed, quick and effective content analysis of all its unstructured content.
• This service involves using the Metaplus+ platform to conduct the content diagnostics of an organization’s unstructured
Metaplus+
Inspiring Your Next Success!® 4
the content diagnostics of an organization’s unstructured content together with an audit processes assisting in the detailed analysis of the content.
• Based on the type of content diagnostic an organisation wishes to conduct, the Hitachi Consulting Content Diagnostic and Migration Service will assist in improving the enterprise content and its discoverability. It will take out duplications, archive out-of-date content, optimize metadata and migrate back into original source or into SharePoint 2007.
Hitachi Consulting
Metaplus the content rationalization and migration solution for SharePoint 2007 - Architecture
Capture SourceSystems
Email SystemsExchange
Metaplus+
Shared Folders
Document Repositories
Capture Analysis & Manipulation
Metaplus Task Manager
Portals/Websites
Capture
Inspiring Your Next Success!® 5
Document Repositories
MetaplusSQL 2005Database
Capture
SharePoint2007 Platform
Capture Content Manager
Reporting Manager
Metadata ManagerContent ManagerMigration Manager
Migration
Portals/Websites
Migrate
Hitachi Consulting
Capture CaptureCapture
Benefits of Metaplus for Content Rationalization and Migration……
Reduce Content Volumes Improve Metadata Reduce the risks in content migration
Objective
Inspiring Your Next Success!® 6
Capture CaptureCapture• Identifying and enabling
removal of duplicate content
• Identifying content for
archiving and enabling
content archiving
• Discover gaps in metadata
on existing Content.
• Enable the Augmentation of
Metadata on existing
content.
content migration
• Metrics and structure of
content For migration
Identified
• Automated content capture
and Migration
Capture Capture Capture
Activities
KeyBenefits
• Improved search performance
• Reduced on-line storage
requirements
• Improved search results
• Improved usability of content
• Understanding your content
prior to migration
• Tried and tested tools enabling
successful migration
Hitachi Consulting
Capture CaptureCapture
Benefits of Metaplus for Content Rationalization and Migration……
Reduce migration effort
Improve quality of content
Enhance business intelligence activities
Objective
Inspiring Your Next Success!® 7
Capture CaptureCapture• Provide the processes and
methodologies for migration
• Automated metadata
mapping
• Automated migration to SP
2007
• Removal of duplicate content.
• Removal of out of date
content.
• Application of metadata /
taxonomy
effort content intelligence activities
• Mapping metadata to data
structure
• Visualization of content
analytics
• Export to BI data cube
Capture Capture Capture
Activities
KeyBenefits
• 60% reduction in migration
effort
• Migration of relevant content
only
• Improving relevancy of search
results
• Enables integration into
business intelligence activities
• Improved business intelligence
• Running structured BI queries
on un-structured content
Hitachi Consulting
Manual Content Rationalization and Migration
� Scanning and searching for relevant content over multiple domains, systems, and content sources globally
� Recording the attributes of each piece of content stored in multiple systems
� Analyzing the metadata associated with each piece of content as well as the multiple metadata structures used within each system
� Manually comparing and locating the extensive numbers of duplicate content stored in multiple systems
Content Audit
Content Analysis
Inspiring Your Next Success!® 8
content stored in multiple systems
� Tracking date attributes and assessing content versions and relevancy to identify out of date content
� Manually archiving out of date content
� Manually removing duplicate content
� Manually mapping metadata across information from systems
� Moving content from one repository to MOSS 2007
� Manually applying content management policies to content after it has been migrated
Content Cleanup
Content Migration
Hitachi Consulting
Analyse existing content
- Web Pages
- Office Documents
- PDF’s
- Images
Identify duplicate content
Identify and ‘Cleaning-up’ out-of-date
content efficiently
Identify content for archiving
Obtain management reports accessible through an executive
dashboard interface
Running structured BI queries on
unstructured content
Metaplus the content rationalization and migration solution for SharePoint 2007 - Features
Inspiring Your Next Success!® 9
Metaplus+
Providing Plug-ins to enable the
migration of content to SharePoint
Improving your Content
Improving Enterprise Search
- Images Identify content for archiving unstructured content
Manipulate metadata and
content structure through
an intuitive interface
Application of Enterprise Taxonomy
Impact analysis of Content Management Policy changes
Creation of Content rationalisation and archiving strategies and solutions
Hitachi Consulting
Examples of Reporting options
Standard Reports Options Include…
» Age of content
» Content usage / last accessed
» Content duplication
» Last Updated
» Total space used
» Metadata type by repository
Metadata values by repository
Inspiring Your Next Success!® 10
» Content location
» Age of files
» Metadata values by repository
For more specialized reporting requirements, more customized reports can be developed by writing simple SQL queries.
Hitachi Consulting
Example: Identification of Similar Content
Metaplus identifies
Inspiring Your Next Success!® 11
Metaplus identifies two documents that are 80% (or any % you identify) alike:-Same release date-Much of the same text-Different title, graphics, format, and text re-ordered
Hitachi Consulting
Example: Report of All Metadata Found
dbFilePath Content_Length diRevUser Content_Length
abasnoephar.nsf Content_Type diRevDate Content_Type
metaTag $$Return diModifiedServer $$Return
HasEmbedded GKO_Service diAction GKO_Service
SentByAgent GKO_Navigation ViewIcon GKO_Navigation
IsSigned GKO_Reader modViewName GKO_Reader
IsDeleted GKO_Author RefreshView GKO_Author
IsValid ApprovalAuthors RefreshPlace_1 ApprovalAuthors
SAMPLE REPORT: The following table shows all the metadata fields from the 43 repositories which were audited.
Metaplus conducts a full content audit to extract all metadata, generates reports,
Inspiring Your Next Success!® 12
IsValid ApprovalAuthors RefreshPlace_1 ApprovalAuthors
HttpURL Approver DocID Approver
$FILE DateApproved FormName DateApproved
Form Deleted DocID1 Deleted
$Fonts ViewIcon_1 Repository ViewIcon_1
AuthorDomain diCreated_1 NxDocInPrimary diCreated_1
NotificationMail GKO_Abstract NxLocation GKO_Abstract
FormName Theatre KMApproval Theatre
NxDocInPrimary PwCIndustry Subject PwCIndustry
NxLocation SubIndustry DocAuthor SubIndustry
KMApproval Ind1BP DocContact Ind1BP
IndustryExpertise Multi1BP Body Multi1BP
Subject Multi2BP LocalAbstract Multi2BP
generates reports, and allows for automatedmanipulation and enhancement within the tool.
Hitachi Consulting
Metaplus conducts a full content audit to identify out of date
Content Age Audit.
Example: Identification of Old Content
Inspiring Your Next Success!® 13
identify out of date content. Tool allows you crawl and identify content that is older then XY years.
30% - 3 years
30% - 5 years
20% - 1 year10%-Current