The Financial Services and Markets Authority (FSMA) is one of the two authorities, along with the National Bank of Belgium (NBB), entrusted with the supervision of the Belgian financial sector who seek to ensure that the financial system deserves the trust of its users.
Proventeq worked closely with our Belgium Partner, Sogeti, to provide the customer with a solution to fit all the requirements and to ensure a smooth transition by using Proventeqs Migration Accelerator to migrate content into the new environment.
Proventeq Discovery tool helped to analyse all available items in Exchange Public Folders and enabled the identification of any inconsistencies in content and permission. File urls with over 260 characters were identified and substitution rules were designed per department. During the process of standardising the content and metadata, selected items were configured to be converted into MSG format.
The migration presented several significant challenges:
- 25% of content was redundant: A quarter of this content had to be filtered out prior to migration.
- Large scale file conversions: Majority of the items had to be converted from EML format into MSG format.
- Metadata retrieval: Some Exchange items had metadata stored in an external Oracle database.
- New Naming conventions required: The naming convention created a very long file path in Exchange, which was not supported in SharePoint. Also Exchange allowed numerous characters in the filename that were not supported in SharePoint.
- Phase transition required: The source data was constantly being modified on a daily basis with each department had a phased transition plan, meaning that the migration plans had to reflect this requirement
Proventeq’s migration experts worked closely with the FSMA team, providing technical consultancy to help understand the migration tool and accelerate the project:
- Content filtration: Special rules had to be formulated to automate the migration due to almost half the content not classified with the required metadata.
- Fixing file paths issues: Users had followed a naming convention that created very long file paths in Exchange, which had to be renamed and converted to paths that can be supported in SharePoint.
- File conversion: Email messages had to be converted from EML format into MSG format in order to be viewed directly from SharePoint.
- Synchronizing data: Data had to be synched because FSMA as a supervisory financial body, had its source data constantly being modified on a daily basis.
Proventeq was key for us to meet our tight deadline and ensure data quality.
ICT Coordinator
“Proventeq was key for us to meet our tight deadline and ensure data quality”
ICT Coordinator, FSMA
The migration to SharePoint Online delivered significant benefits to FSMA:
- 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.
- Metadata consolidation and retention: Content stored directly in Exchange Server as well as content referenced in external ScanPost database were consolidated and standardised along with all their metadata.
- Data consistency and reliability: 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.
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