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It’s Time to Move.
How do you get there?
Your Point of Origin
• Legacy ECM • Sharepoint• Embedded or Vertical-Specific ECM
Systems
Your Destination
• Alfresco Enterprise• Alfresco Cloud• AWS + Alfresco• Zia Managed Cloud• Other Cloud/Hosted Options
Renovation is critical
“Enterprises today are often faced with multiple
content platforms and repositories without an
underlying strategy or technology to make the data
actionable. They need the ability to quickly and
easily access and repurpose information and make
it available through self-service channels.”
Kenneth Chin, VP Gartner Research
The Challenge
Business = Governance
SecurityReliabilityScalabilityConnected
Happy Users
Lower Costs
Future-proof
Mobile
Cloud
Users = Ease of Use
CollaborationData with me
Enough BPEasier Job
Mobile
The “How” – Best Practices and Tools
A few case studies
Breaking down the migration
process
Methodology
Tools & Techniques
The ROI
Meth
od
olo
gy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Migration Methodology
Follow a framework
Plan, plan, test, plan, GO!
Understand the strategic
and tactical implications of
the project
Experience & Methodology Are Critical!
Assessment
Extraction
Validation/Cleanup
Taxonomy & Metadata Mapping
User, Roles, Permissions
Business Rules & Workflow
Migration
Final Validation
Trust & Transparency
Quick Iterations
Embrace Change
One Team
Case Study: Knowledge Base
Volume of Data: Relatively small < 20,000 documents
Changes to Documents: Critical to not disrupt in-process editing and workflows
Metadata & Properties: All content and properties in legacy database
Sources of Content: Internally developed legacy database solution
Target Location: Alfresco Share (with UI customization)
Document lifecycle: Business rules and workflow were central to process
• Customer support portal/knowledge articles
• Tool used: open source and custom export/import
Case Study: Around the Enterprise
• Information technology research and advisory company
• Enterprise ECM Renovation – removing legacy embedded ECM
• Tool used: various, depending on requirements
Volume of Data: Medium 500,000+ documents
Changes to Documents: Some critical integrations with ERP and other systems
Metadata & Properties: many legacy document types, rules, and properties
Sources of Content: Documentum, share drives
Target Location: Alfresco Share (with minimal UI customization)
Document lifecycle: Depended upon source being migrated
Case Study: Millions of Documents
Volume of Data: Large, 25 million pdf documents
Changes to Documents: process needed to account for daily updates to data
Metadata & Properties: 15+ metadata fields to be preserved
Sources of Content: Lexis Nexis and legacy file systems
Target Location: Alfresco repository back-end; custom front-end
Document lifecycle: minimal support; only updates to documents
• Public e-filing of state, district and local court documents
• Tool used: Bulk file system import
Bulk migrate files, metadata, and versions
Mirror on-disk file system folders and files
No/minimal auditing support
Lazy or “In Place” Migrations Virtual Repository used for discovery, framework, and migration of content and details
Supports to/from many standard ECM systems with connectors
High Volume migration platform
Full featured user interface with framework for all steps in migration
Comprehensive audit and reporting
Tools & Techniques
Bulk File Import & Open Source
Toolsets
Demo
ROI: Getting Started
Start with business justification
Understanding &
selling the ROI
Don’t go it alone!
Assess Current Situation
Determine Costs (HW, people, storage)
Benefit to LOBCost of Doing Nothing
Break it Down
Is It Expensive?Is it Risky?
Pricing GuidelinesEstimate as of 1st Quarter 2014
Small Medium Large XL
Number of Files <= 400,000 <= 2,000,000 <= 4,000,000 > 4,000,000
Number of Departments Involved <= 3 <= 8 <= 15 > 15
Number of Users Total <= 500 <= 1,000 <= 4,000 > 4,000
Number of Document Types <= 8 <= 15 <=25 > 25
Number of Workflows (number:average steps) 1:10 3:10 5:15 >
Number of Integrations <= 2 <= 4 <= 8 > 8
Duration 2.5 – 3 Months 3 – 4 Months 4 – 6 Months >>
Licensing $60,000 $120,000 $180,000 Custom
Services Cost $80K - $120K $120K - $240K $240K - $360K Custom
Note: This is a sizing guideline, each variable is a lever that adjusts price. Please call for a free assessment & quote.
Migration Webinar SeriesPart 1 – Moving to EasyECM -
http://www.alfresco.com/events/webinars/moving-easyecm-migration-solutions-
alfrescoPart 2 – The “How”: Tools & Best Practices
- http://www.alfresco.com/events/webinars/migrating-alfresco-part-ii-how-tools-best-practices-renovating-your-ecm-
system
Find us on the Web:http://www.ziaconsulting.com/resourceshttp://www.ziaconsulting.com/migrate
http://www.contentpeople.com
What’s Next?
Zia Quick Start Services
• Assessment• Implementation
Questions?