Digital workplaces are enabling businesses to work more collaboratively than ever before. It has led to an increasing demand for business-critical information and documentation to be intelligently organized and classified so that these can be instantly retrieved, accessed, edited and stored by organisations as and when they need it.
As goals and challenges change for any organisation, the workflow approaches and processes change and the technologies deployed therefore also needs to change and adapt to business goals efficiently, timely and as seamlessly as possible. This is when the need arises for organisations to migrate their business documentation from a legacy ECM, like IBM’s FileNet to a modern, intelligent Content Service Platform, like Microsoft’s SharePoint.
Why use SharePoint?
Microsoft SharePoint is a platform that enables and enhances collaborative working for organisations of any size and scale. Since its initial launch in 2001, SharePoint has been through many upgrades, as digital technologies as well as business goals and challenges have evolved with the times.
It is available as SharePoint Online, which is a cloud-based solution that is completely scalable to suit businesses of all sizes and can be accessed via an Office365 subscription plan or as a standalone SharePoint Online service plan. It is also available as SharePoint Server, which is an on-premises solution for organisations to deploy and manage within their enterprise or in a hybrid mode with SharePoint online.
SharePoint includes additional intelligent features and capabilities, such as:
- Modern site pages that are designed to be compelling, flexible, mobile-optimised and easier to use.
- Web parts, lists and libraries that allow for more advanced filtering and bulk editing.
- Modern Search that is smart, personal and exploratory.
- PowerApps, Power (BI) and Microsoft Flow integration.
With over 78% of Fortune 500 companies happily using SharePoint, choosing to migrate your business content to it from a legacy ECM, such as IBM FileNet, makes a lot of sense.
What are the Best Practice Guidelines for Migrating from IBM FileNet to SharePoint?
The content migration process itself can present certain challenges, which would be good for you to be aware of as you consider and plan this transformation project. Let’s look at what the potential challenges could be when migrating content from IBM FileNet to SharePoint and what the best practices are to help mitigate these.
Discovering the content classification and volumes that currently exist within the FileNet environment
Before you embark on your content migration project, it is important to take stock of the volumes that currently exist within the FileNet environment and how it is categorised. Making a detailed inventory of this will help you and your organisation understand the scale of the project.
Identifying any incompatibilities and potential issues
Recognising any possible constraints that the source (i.e. FileNet) and target (i.e. SharePoint) systems could have before initiating the migration process, such as file sizes, formats, support for special file types (e.g. compound documents) and threshold capacities, is recommended too. This will help to define the migration process further and gauge the level of technical complexity involved so that timeframes, resources and costs can be estimated better. This is also when any potential issues are identified - such as invalid characters in file names, URL length limits, different file extensions (e.g. .doc and .pdf) in the version history of a document, etc.
Defining the scope of the migration project
The next best practice would be to prioritise the order in which your content gets migrated and why. It is best to get the decision makers involved in this phase, as there may well be content that does not actually need migrating and could be archived or deleted. There will be content that needs migrating straight away as well as content that ought to be migrated last as it is actively changing. Other factors worth considering include:
- How old is the content? Can it be archived?
- What value does it have for the business?
- How many versions does it have? Do all the versions need migrating?
Building the right information architecture within SharePoint
One of the main purposes of migrating to a modern, intelligent Content Service Platform, such as SharePoint, is to make the most of its new, intelligent features that transforms the way your organisation works, enhancing collaboration and productivity levels. It can be very easy to recreate the information architecture that currently exists within the source system into the target system. However, you would then be missing out on the business benefits that the migration has to offer, such as reorganising content, enriching metadata structures, AI-assisted content classification, surfacing, Business Intelligence (BI) data, etc.
Enable automation as much as possible
In addition to automating the migration process, the objective should be to automate the mundane and manual administrative tasks and processes, thereby boosting overall productivity, reduce human error and helping build better business growth for your organisation.
Defining the migration process based on business priorities
Migration should not just come from a standalone IT viewpoint but should align with business goals set by your organisation overall. As mentioned before, it is about making digital technologies work for your business and leveraging it as much as possible. It would be sensible to migrate your business content in manageable tranches and in accordance with what your organisation requires.
Choose the right content migration tool
The right migration tool would support the migration strategy that you have put in place, fulfilling the technical and business requirements. It would have proven experience of migrating entire sites, libraries and folders and intelligently classifying content. Ideally, it would also have inbuilt pre-migration checks to highlight any potential issues that could affect the migration.
Proventeq’s Migration Accelerator tool maximises the potential of your content and information management infrastructure before, during and after the migration process. Feel free to contact us if you would like to know more about it.
Content migration in action
Here are a couple of success stories that we have had with our clients who have migrated their business content from IBM FileNet P8 and Panagon to SharePoint: