Lotus Notes to EMC Documentum migration

CUSTOMER CHALLENGE

Our client (MAVIR) had app. 1 TB, (2.3 million individual files) of unstructured documents and business data stored across a heterogeneous corporate IT system (including Novell based shared drives, Lotus Notes databases, file and registry systems, workstations). To improve their corporate document management MAVIR introduced a new ECM system – EMC Documentum. However, there were no factory tools, to migrate all the existing documents and business data from the old systems to Documentum. MAVIR was looking for a solution that can analyze and clean-up all the data stored across the previously used systems, create a new, uniform structure for the cleaned-up data and then migrate the data from multiple sources to Documentum with the smallest possible downtime.

OUR SOLUTION – MIGRATION WITH MPS VOYAGER

For this project, we used our universal ECM tookit – MPS Voyager. First we scanned all the data stored in the various systems using MPS Voyager’s capabilities to connect to all popular enterprise systems and databases using built-in factory connectors. After mapping all available data we conducted a full data analysis using advanced filters and more than 200 000 predefined keywords. This analysis allowed us to identify and sort all records by MAVIR’s categories and uncovered a wide range of issues affecting user and system productivity, as well as a number of serious security risks.

Here are some of the results of the analysis:

  • 32% of the files were duplicates (many duplicated 4+ times)
  • 17% of the files were non business content
  • 3% of the files were damaged
  • 14% of the files were not ECM relevant (no need to migrate)
  • Files were stored in over 100 000 various directories
  • Folder content ranging from 5-6000+ files
  • Found a file which has been deleted 4000 times

Next, according to the organizational white list, the relevant business data was raked through to identify the valid and allowed records while filtering out all the unnecessary content (non business, outdated or not ECM relevant data). The highlighted data was automatically segregated, archived or deleted leaving the rest of the data for disposal. All damaged data was also filtered out and repaired. The remaining content was de-duplicated and after a full text search and optical character recognition (OCR) automatically tagged with appropriate keywords for future easy retrieval. After the information housecleaning all the newly structured and tagged relevant business content was easily migrated into a single, coherent document structure in EMC Documentum system using MPS Voyager and its built in EMC Documentum connector. After the migration the contents of the source systems were still accessible in the read-only mode for 3 more months before archiving.

RESULTS

  • 2.3+ million documents from various sources were analyzed and cleaned up
  • Non-relevant data (66% of the total content) was removed or archived
  • Cleaned-up content was structured and tagged with keywords
  • All relevant data (851 000 files) was migrated into EMC Documentum
  • New, unified document structure was created
  • Storage space reduction achieved leading to significant savings
  • All data stored in line with internal standards and regulations

ABOUT MAVIR

MAVIR (Hungarian Independent Transmission Operator Company) – the leading electricity transmission systems operator in Hungary and its predecessor the National Power Dispatch Center had been performing the technical tasks of operating the Hungarian power system for more than 60 years. Since the creation of the integrated transmission system operator (TSO) in 2006, MAVIR has been responsible for the functionality and safety of the Hungarian Power System not only as the operator but also as the owner of transmission network.

  • More than 600 employees
  • One of the biggest energy companies in Hungary

MAVIR has been our permanent client since 2008. Since then we’ve done a number of projects for them, including the certified digitization of accounting and supplementary documents, the integration of a Web Asset Management and Electronic Document Management System and the creation of a concept for the technical documentation and asset management.

2017-10-05T13:16:44+00:00