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migrating your legacy content to the cloud

Ensuring that legacy information is not left in silos when you move to cloud content services is critical to the acceptance of the solution by the existing user base. This article describes how you can move your content from your old creaking legacy systems and file systems into your acambah Primed Digital Flow as a Service solution to provide a single source of truth for all your enterprise content.

Essential to the success of any migration is access to a sophisticated tool set that facilitates the extraction of content and associated data from the various source systems that you have in place; analysis of the extracted data and content to ensure compliance and remove duplicates; subsequent processing of the validated data and content through a transformation and/or enhancement process and the subsequent load into the target acambah Primed repository.

keys to a successful migration

Prior to embarking on any migration project there are some very important concepts that all those that will be involved with the process, especially all stakeholders, need to understand. Using best practices is key to a successful migration, so ensuring you work with someone that has been through the process a number of times and clearly understands the various challenges that you will face and providing a way in which you can get around these is of primary importance.

‚ÄčIn depth analysis of your content and associated data should be undertaken so that you have a clear understanding of what content you have, what you want to migrate and what you want to leave behind. All too often people will simply migrate information “as-is” which only moves the problem from one location to another. For a start, it is highly likely that a good proportion of content that you want to migrate has:

  • been within the organisation a considerable number of years
  • an owner that no longer works within the organisation
  • already been migrated from a previous system, maybe more than once
  • been generated using an application that is no longer used in the organisation

All too often there will be a number of anomalies that need to be managed, including duplicates that have been extracted from the source systems, where documents have been copied multiple times, to different locations, often within the same environment. These duplicates need to be normalised, so that you can decide exactly what it is you want to migrate, e.g. only the original document, only the latest version, all versions, or none, or all. There will also be “near duplicates” i.e. documents that have the same physical content, but maybe of a different format e.g. a PDF of a MS Word document; decisions will need to be made, such as whether to discard the PDF, regenerate this on import as a new rendition of the original or manage as two separate documents. Some content may not be able to be processed as it is in a format that is unreadable by modern search technology due to not having an “indexable” data layer e.g. a scanned document; this maybe need to be re-processed to convert the image data to digital. This is where our Intelligent Document Capture capability can significantly assist to retrieve a variety of information from the document that can be used to assist with the indexing of the document..

An informed decision is only possible after you have carried out the appropriate detailed analysis.

Decisions need to be made about how to handle these and other challenges discovered, which can be made much easier with selection of the appropriate tool set. This should be one that has been used in practice a number of times and ideally with your source and target applications. You will have enough issues with your content and data to fix, without having to worry about anything else.

Extract

We can extract data and content from multiple sources including legacy ECM/CM systems, databases, and file systems. We preserve existing formats and data and are able to pull full version history of documents and any relationships that they might have if required.

Analyse, Transform, Enhance

Once the information has been extracted, we carry out analysis and categorisation to ensure that unwanted/duplicate data is filtered and only required information is identified for migration. Following analysis, we are able to transform identified data and content to ensure that this is in an appropriate format for the target system and your business model moving forward. Typically, data will require enhancing to add additional information to that extracted from the source system.

Load

Loading of the data and associated content can be configured to work in both a fully attended or partially attended model. Full logs related to the information loaded are provided to compare with the original source and the data extracted to validate the process and ensure Quality Assurance of the end-to-end migration cycle.

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Total Cost of Ownership

Our unique deployment model allows you to significantly reduce the costs of running your Intelligent Information Management solution. Through simply moving your processing to the cloud, you are able to reduce the costs of on-site hardware, day to day maintenance of the system, software upgrades, patches, power consumption and overall support costs.

Return On Investment

The time is long overdue to have a solution that meets a key set of intelligent information management requirements in a smart and concise manner. Our solution ensures that you are able to immediately start to see a Return on the Investment you have made.

Contact Acambah now to discuss our solutions that connect people, processes and content.

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