Dubai Silicon Oasis Authority (DSOA) had an aging system that was not answering the demands of their business. The structure of the FileNet platform had proved too complex for users to easily interact with content, causing a detrimental effect on productivity and collaboration.
To enable better content management, DSOA chose Microsoft’s SharePoint platform to avail of the classification and collaboration advantages offered. Having used a legacy IBM FileNet deployment to manage over 850GB of content since 2009, DSOA had a requirement for a modern platform to streamline various business processes and improve departmental efficiencies.
To achieve this, DSOA needed assistance in understanding the existing content landscape, implementation of an effective information management and governance strategy in SharePoint, and migration of large volumes of content from the existing FileNet platform to align with the streamlined business processes.
The migration presented several significant challenges:
- Understanding of existing content: DSOA required an insight into the existing content, information architecture and ECM Features being used in IBM FileNet.
- Inconsistence in data sources: Thorough assessment of source content to identify errors, inconsistencies, and relationships surrounding content.
- High volume migration: With high volume on content in the source system, the solution would need to efficiently manage the migration of a large volume of content across multiple departments.
- Optimizing the information architecture: There was an ineffective information management and governance strategy which needed to be optimized to match DSOA’s existing business processes.
Proventeq worked closely with DSOA to understand the day-to-day operations and the need for change. Proventeq Migration Accelerator was chosen to migrate content effectively from IBM FileNet to SharePoint:
- Discovery and Analysis: By undertaking a detailed analysis to illustrate DSOA’s content landscape and departmental use, our migration experts highlighted data inconsistencies and potential issues that required attention prior to DSOA’s migration.
- Content mapping, flattening & tags: Content from various department folders within the FileNet was mapped and migrated to SharePoint site collections and sites. Content stored in hierarchical IBM FileNet folders was flattened and tagged with relevant metadata.
- Document class consolidation: 200 document classes were consolidated into less than 20 Content Types. This solution provided an expedited migration to SharePoint with the ability to migrate all relevant metadata alongside the newly classified content.
- Metadata generation: Additional metadata was generated based on existing document class attributes. Invalid characters and patterns present were substituted prior to migration to ensure compliance with SharePoint’s file naming conventions.
The migration to SharePoint Online delivered significant benefits to Dubai Silicon Oasis Authority :
- Streamlined content platform: By empowering DSOA’s users with a streamlined content platform, Proventeq have helped reduce the time spent across the organization searching for and working with content. SharePoint has provided DSOA with a content services platform which enables flexible collaboration, distribution and management, thus improving user productivity across the organization.
- Significant cost savings: DSOA have found that by moving the content out of IBM FileNet and decommissioning the IBM system there has been a significant reduction in the total cost of ownership of their ECM infrastructure. These savings have been generated by reduction in licensing and support costs; and by negating the need for expenditure on modernizing the existing platform functionality to meet the organizational needs.
- Minimal impact to business: Maintaining business-as-usual functions throughout the migration imperative. Proventeq seamlessly achieved this, executing and delivering their migration project with minimal impact to the business.
Proventeq experts will be in touch shortly after your first communication to establish a consultation or demonstration of products and services.
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