Moving content from shared drives, and legacy stores to corporate EDMS

Moving content from shared drives, and legacy stores to corporate EDMS

Moving content from shared drives, and legacy stores to corporate EDMS

Project Description/Issue

The client is a multi-national, global energy company, operating across the world.  The information architecture included central data hubs and in-country document repositories based on Livelink.  The client planned to replace Livelink with SharePoint, but with over 7,000,000 documents to migrate from Livelink sites around the world a robust migration solution was required.

Flare’s Approach

Flare worked with the client to understand the existing information architecture, identify all existing document stores and best practices for tagging.  The next stage leveraged Sirus to easily create adaptors from the original sources so ensuring that no metadata was lost in the transfer.  Corresponding adaptors were required to connect to SharePoint, recognising the deployment options the client had chosen with respect to metadata in each site.

Once the adaptor configuration was complete, it was possible to test the migration capabilities on small numbers of documents before establishing the architecture to migrate several million items.  By leveraging a central Data Catalog of metadata, the client was then able to initiate migration of all the documents simply by modifying just one attribute in the Catalog.  Recognising the changed attribute, Sirus then started an internal process to automatically move content as specified by the adaptors.

Sirus makes it possible to migrate content easily, either one document at a time, or as part of a mass migration exercise.

The solution used Flare’s Sirus platform, leveraging the Flare Taxonomies, Cortex and the Catalog. It  provided a robust mechanism for identifying items to be moved, deciding on what metadata would be migrated and smoothly completing the move and deletion operations.

Benefits/Outcomes

All content was successfully migrated with minimum human effort.  A complete set of metadata was availablie in the Flare Catalog, and required metadata was added to SharePoint during the migration.  Content could be migrated when the client chose, with no interruption of search service for users.

After the migration, the adaptors configured could also be used to route new content, automatically publishing into SharePoint with complete metadata attribute sets.