Many organizations that have deployed SharePoint 2010 or 2013 also have some type of legacy ECM system in place. However, SharePoint also has rich ECM capabilities with many innovative features not available in other ECM systems. As a result, we have found that many companies that use SharePoint wish to consolidate their IT infrastructure, by migrating content from older ECM systems into SharePoint. While we think this is a great idea, such a migration requires a good deal of planning and design as well as specialized tools to automate the migration. This slide deck provide detailed best practice guidance on how to plan for a migration of content from nearly any ECM system into MS SharePoint 2010 or 2013.
1. 14 Tips for Planning an ECM content migration to SharePoint
2. Agenda Overview of SharePoint ECM Why migrate content from legacy ECM systems into SharePoint? 14 Planning tips for ECM content migration to SharePoint
3. About Tom Castiglia Principal / Director of SharePoint Consulting Services Started with HersheyTech in 1998 Active in the SharePoint community Speaker at various SharePoint Saturday conferences President of the San Diego SharePoint User Group Contact Me Twitter: @TomCastiglia firstname.lastname@example.org
4. Why Migrate to SharePoint?
5. Common Legacy ECM Applications EMC - Documentum D5/D6/D7 ApplicationXtender 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
6. Why SharePoint for ECM? Powerful taxonomy features Managed 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 IT Consolidation
7. Why Migrate Content to SharePoint? Many legacy ECM products have been deprecated ECM ApplicationXtender is being phase out. EMC is pushing clients to upgrade to Documentum D6/D7 which is much more expensive File Magic from Westbrook Technologies was discontinued in 2006 to favor a new product called Fortis. Many other vendors simply have stopped innovating their products Consolidate IT infrastructure Reduce maintenance costs If IT staff is already maintaining a mature SharePoint farm, do they really need to also maintain a separate document management system?
8. Why Migrate Content to SharePoint? Take advantage of improved taxonomy features in SharePoint Content Types Site Columns Managed Metadata BCS Lookup columns Take advantage of Records Management features in SharePoint Take advantage of SharePoints flexibility in general SharePoint is more extensible and customizable than any other ECM product SharePoint has largest market of 3rd party solutions to provide additional features
9. SharePoint Migration Planning Tips
10. Tip # 1 Consider splitting one legacy repository into multiple SharePoint libraries Eliminate the need for item level permissions Reduce number of documents per library (improves performance) SharePoint and XenDocs allows unified search across multiple libraries
11. Tip # 1 Take advantage of SharePoint Content types 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 # Bravo, Inc 3456633 88363 Bravo, Inc. 3456670 456546464 Vendor PO # Invoice # Delta Signs 3456652 675676 Echo Ink 3456661 INV-324454 ACMO Invoices ACTX Invoices Legacy Repository SharePoint Libraries
13. Tip # 2 Consider converting legacy document types into SharePoint Content Types. Document Contract NDA Retention: 5 Years Workflow: none MSA Retention: 7 Years Workflow: Approval Fields PartyName ContactNumber EffectiveDate ExpirationDate Fields Name Title
14. Tip # 3 Consider converting choice fields into Managed Metadata, Lookup or External data columns Managed Metadata Lookup External Data (BCS) Hierarchical YES NO NO Reference other columns NO YES YES Scope Farm Site Collection Enterprise
15. Tip # 4 Improve column name consistency Legacy ECM System Repository Field NameColumn Auto Policies PolicyNumber Medical Policies PolicyNo PolicyNumber Policy No Policy# SharePoint Site Policy Number Home Policies Policy#
16. Tip # 5 Fix Improper Column Re-Use Repository Field Name DocType Values Policies DocType Application SharePoint Site Column Renewal Cancellation Legacy ECM System Invoice DocType Invoices DocType PO Invoice Policy DocType Non-PO Invoice Expense Report Check Request Claims DocType Accident Report Estimate Doc Type Claim DocType
17. Tip # 6 Understand file types in legacy ECM system Scanned Documents PDF Searchable Image-Only TIF Multi-Page (1 file per document) Single-Page (multiple files per document) MS Office Word Excel PowerPoint Engineering Auto-Cad dwg Email msg eml Multimedia Audio mp3 wmv wav Video avi mpeg mp4
18. Tip # 7 Understand metrics in legacy ECM system Total doc count in each repository Average page count per document (or total page count per repository) Average and peak file size per repository Growth rates per document type or repository (# new docs/month) Frequency of document retrievals per day per repository
19. Tip # 8 Understand document capture use cases Do users validate new documents after they have been exported to the document management system? How do we sync terms between the ECM system and the document capture system? Does the current document capture system support exporting documents and metadata to SharePoint? How is content received? (dedicated scanners? fax? file import? MFPs? email?) Are there any specialized indexing scenarios (e.g. One to Many data)
20. Tip # 9 Understand ECM security model By Repository Document Level Security
21. Tip # 10 Understand how documents are found How many docs are returned in typical query? Save queries for re-use? Search metadata vs. full-text (or both) What business condition cause users to search for a document (e.g. customer service inquiry, vendor payment, etc.) How many times per day is repository queried? How many users frequently search for documents?
22. Tip # 10 What do users do with documents? Read-Only View Print Email Edit Metadata Annotate Sticky notes redactions shapes lines Stamps Edit pages Rotate Re-Order Clean-up Insert Delete
23. Tip # 11 Understand any workflow processes related to the documents Ad-Hoc routing Formalized workflow