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Belfast City Council - Hummingbird to SharePoint Migration

Belfast City Council is the local authority responsible for the city of Belfast. As a part of their digital transformation and Cloud adoption initiative, the Council had a requirement to migrate content stored within OpenText DOCS Open platform (previously HummingBird DOCS Open) on to SharePoint Online.
Proventeq provided an end-to-end migration solution, including design and configuration of SharePoint online and migration of content from multiple DOCS Open libraries onto SharePoint online, within the Council’s desired timescales.

The challenges

  • Mapping OpenText DOCS Open Security Model on to SharePoint Security Model, including item level security. Library-wide security in DOCS Open needed replication on to the new SharePoint Libraries
  • Large libraries required splitting into different document libraries in SharePoint, based on content classification
  • Design and implementation of SharePoint environment to match Docs Open Information Architecture
  • Customised views needed for the new target SharePoint system for an equivalent user experience
  • Handling of users who had left the organisation
  • Transforming the content structure to fit within the technical constraints of SharePoint online.

The Migration Solution

Our Proventeq migration experts worked closely with Belfast City Council’s IT team to design and implement a best practice solution for their new SharePoint Online environment. We also carried out a smooth transfer of content from the existing OpenText Docs Open libraries into SharePoint Online.
We tailored the functionality of our Proventeq Migration Accelerator to automate content migration into SharePoint which reduced the overall project costs and timescale.
Our Proventeq Discovery process helped to identify any inconsistencies in content and security and help create rules to make them compatible with the new design in SharePoint.
By configuring reusable rules to enable content restructuring we empowered content cleansing, as well as multiple reprocessing. Item level audit during migration ensured completeness of migration and ensured data integrity. We ensured mapping of Legacy users to users in Azure AD. The phased and managed migration processes available in the migration engine allowed movement of each library individually.

The Results

  • 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 the business needs.
  • Consolidation and metadata retention – Content stored in disparate source systems, including archived data, 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.
  • Major cost benefit – Automation of complex migration processes, and reuse of the same process for different source systems ensured reduced effort and delivered saving of cost and time.
  • Smooth transition – With Proventeq advising on best practice for the new Sharepoint libraries, Belfast were able to get up and running soon after migration was complete.