Toyo Engineering have built an enormous fund of knowledge stored in their historical documentation system called Shoka. Shoka is a bespoke, in-house document management system designed a decade ago which was built on Oracle UCM.
Shoka became a critical source of the company’s business knowledge with a significant proportion of their information stored on it. Some of their resources were old paper-based scanned files stored across different file storage systems in Letter Management System formats (HTML, MSG, and PDF files).
Toyo Engineering recognized the need for an advanced document management system which required them to close Shoka. They chose Proventeq for our proven expertise in digital transformation and intelligent content management solutions.
The migration presented several significant challenges:
- Data migration from multiple sources: The team designed a version of the site and transferred the physical file and attributes. This was not only from Shoka 2; they also needed to migrate data stored on the hard disc and Lotus Notes, Maz and more.
- Restructuring storage system: With substantial data volume and several departments working in their own respective ways, there was a large amount of redundant, obsolete, or trivial (ROT) data to assess.
- Document Control Issues: The old Meridio structure created opportunities for documents to be filed in multiple locations, leading to several copies of the same documents scattered across the content landscape.
- Strict Migration Timeframe: To minimize the impact on busy council offices, the migration had to take place in stages over the 25-week project period. Each Friday, the relevant department would be told to “freeze” Meridio, and migration would recommence the following Monday to SharePoint Online.
Proventeq’s migration experts worked closely with the New Forest District Council’s team, providing technical consultancy to help understand the migration tool and accelerate the project:
- Discovery and Analysis: Proventeq performed an accurate and comprehensive data discovery session using Proventeq Content Suite’s Content Analyzer solution. This helped the council understand usage patterns and determine which high-value data needed to be migrated.
- Classification of Data Pre-Migration: Proventeq identified that up to 30% of data was redundant and did not need to be migrated from Meridio. This gave the council an opportunity to migrate only the data they needed into the most updated business practice areas in the target system.
- Data Restructuring: Proventeq’s Content Analyzer delivered powerful Power BI reports to help the council team discover data within the Meridio system. Proventeq then helped the council to restructure their data before migration, enhancing the employee experience within SharePoint Online.
- Business-Aligned Migration Strategy: The council’s Migration Project Team recognized that the old Meridio structure might not reflect the current reality of the council, and with Proventeq’s help, they were able to map the old folder structure into the new business reality.
At every stage of the project, each member of the Proventeq team was outstanding. From first contact through to project management and then handover, they were brilliant. If we had any issues they were quick to jump on a call or a Teams session, look at our system, and resolve the issue.
Chris Haws - IT Project Manager
“Proventeq helped us complete the migration in 22 weeks instead of the planned 25. The early completion saved us from having to renew our Meridio package and we are making a significant amount of savings per year, which can now be used elsewhere.”
Chris Haws, Information Technology Project Manager, New Forest District Council
The migration to SharePoint Online delivered significant benefits to New Forest District Council:
- Early Project Completion: Proventeq helped complete the migration in 22 weeks instead of the planned 25, finishing 3 weeks ahead of schedule. This early completion prevented the need to renew the Meridio package.
- Cost Savings: With data now residing in SharePoint Online, New Forest District Council achieved significant cost savings through the removal of additional Meridio licenses, freeing up resources that could be used elsewhere.
- New Cloud-Based Libraries: Council employees are comfortable using the new cloud system as they see the same filing structure they had before. They can create their own libraries that match how their business operates and can move data into appropriate new libraries from the Meridio archive folder.
- Enhanced Productivity: The consolidation and new file structure of the environment has helped council employees find the data they need, meeting the challenges and responsibilities of departmental collaboration.
& not migrated
SharePoint Online
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