Allstate Insurance Company, which is the largest public Insurance Company in the USA, needed to migrate over 300Gb of Outlook (Exchange) Public Folders to a cloud based Electronic Document Management System (EDMS).
Proventeq worked closely with the IT team at Allstate to ensure a timely transition to the new intranet platform thus accelerating the adoption of Microsoft SharePoint 2016.
Proventeq Migration Accelerator was the key technology solution used to migrate content into SharePoint thus providing an automated solution and reducing the overall cost of migration. The Proventeq Discovery process helped to identify any inconsistencies in content and security, and help create rules to make them compatible with the new design in SharePoint.
An item-level audit ensured that every content was successfully cleansed, transformed, and migrated to comply with the constraints of the new environment. Many items had their format converted to fit the new environment.
The migration presented several significant challenges:
- Almost half the content was not classified with the required metadata
- Documents were not filed in Hummingbird, but the new IA in SharePoint required mapping documents based on its metadata into over a hundred folders in various libraries spread across different Site Collections.
- Content reorganization warranted restructuring of content hierarchy and moving documents into public and private locations
- Source systems contained content with invalid data not supported in SharePoint
Proventeq’s migration experts worked closely with the Allstate team, providing technical consultancy to help understand the migration tool and accelerate the project:
- Content categorization: Special rules had to be formulated to automate the migration due to almost half the content not classified with the required metadata.
- Mapping documents: Classification and separation of data were efficiently processed to meet the demands of accessibility and navigation within the new SharePoint architecture for Capgemini.
- Content classification: There was a need to restructure the content hierarchy and moving documents into public and private locations.
- Validate content types: We identified the specific content or files that are causing the issue. Looked for any unusual or unsupported file types and removed any special characters if necessary to validate content in the source repository.
The migration to SharePoint Online delivered significant benefits to Allstate:
- A flexible solution: Through our migration expertise and with the use of our rules-based product, we delivered an end-to-end solution that answered all of the business needs.
- Major cost benefit: Automation of complex migration processes, and reuse of the same process for different source systems ensured reduced effort and delivered saving of cost and time.
- A smooth transition: The ‘phased migration’ proved useful for departments to transition into their new environment at their own pace.
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SharePoint Online
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