Belfast City Council is the local authority responsible for the city of Belfast.
THE BUSINESS CASE FOR MIGRATION
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) to Microsoft SharePoint Online.
- 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.
- Creation of a new classification library structure in SharePoint- large libraries required splitting into different document libraries, based on content.
- Design and implementation of SharePoint environment to match Docs Open Information Architecture.
- Customised views needed for the new target system for an equivalent user experience.
- Handling of user profiles, including the removal of old accounts and deletion of duplicates.
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 to SharePoint Online.
Belfast City Council used features of our Migration Accelerator; this piece of software is customisable to the unique needs of the business. We tailored the functionality of this program to automate content migration into SharePoint which reduced the overall project costs and timescale.
Using the Content Analyser, our Proventeq Discovery process helped to identify any inconsistencies in content and security. Using this information, it created rules to make the anomalies compatible with the new design in SharePoint.
Item level audits during the process ensured completeness of migration and maintained data integrity; pausing, evaluating and rewinding the progression of the migration to correct errors.
The staggered migration processes available in the migration engine allowed movement of each library individually- a unique categorisation system was created in SharePoint to match new document destinations.
We ensured mapping of Legacy users accounts to user IDs in Azure Active Directory.
Large volumes of content assets were uncovered and all archived items plus their corresponding metadata were transformed into master documentation, ensuring successful classification post-migration. This has helped Belfast City Council vastly improve content availability, deliverability and fostered innovation within the organisation.
Optimal Platform Functionality
An item level audit ensured that every content item was successfully cleansed, transformed and migrated to comply with the constraints of the new environment. For Belfast City Council, this meant their assets reached optimal functionality, without impacting the files or the new system.
Reduced organisational downtime
With the help of Proventeq’s highly trained team, Belfast Council completed their migration project with minimal impact on their day-to-day organisational activities. Additionally, SharePoint’s user-friendly interface means that minimal staff training was required.