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PoolRe – Hummingbird Docs Open to SharePoint Migration

Pool Reinsurance (Pool Re) are a mutual insurer set up by the British government with leading insurers to provide terrorism cover. Corporate data for every department was stored in Hummingbird DocsOpen (HDM) and needed to be migrated to the new intranet site built on SharePoint2016. Proventeq played a pivotal role to enable PoolRe to migrate quarter of a million documents to a new Information Architecure designed on SharePoint 2016.

The challenges

  • Almost half the content was not classified with the required metadata, so special rules had to be formulated to automate the migration
  • Document were not filed in Hummingbird, but the new IA in SharePoint required mapping documents based on its metadata into over a hundred folders in various libraries spread across different Site Collections.
  • Source systems contained content with invalid data not supported in SharePoint
  • Content reorganisation warranted restructuring of content hierarchy and moving documents into public and private locations
  • The existing metadata had to be enhanced to fit into the new metadata model
  • Users no longer with the organisation had to be mapped to valid accounts in Active Directory
  • Business downtime during migration had to be minimised for critical departments 

The Migration Solution

Proventeq worked closely with the IT team at Pool Re to ensure a timely transition to the new intranet platform, thus accelerating the adoption of Microsoft SharePoint 2016.Proventeq Migration Accelerator was the key technology solution used to migrate content into SharePoint thus providing an automated solution and reducing the overall cost of migration. The 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.This solution provided an expedited migration to SharePoint with the ability to migrate all relevant metadata.

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 of 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. Many items had their format converted to fit 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 – The ‘phased migration’ proved useful for departments to transition into their new environment at their own pace.