Belfast City Council
Migration from OpenText DOCS Open to SharePoint Online
The Complexities of Migrating from OpenText DOCS Open to SharePoint Online
- Library-wide security in DOCS Open needed replicating to the new libraries in the target SharePoint environment.
- Large volumes of content present in the libraries within the source system.
- The design and implementation of the new SharePoint environment had to match the Information Architecture in the source Docs Open Information Architecture.
- Customized views were needed for the new target system so that an equivalent experience could be provided to the users.
- User profiles needed organizing, including removing old accounts and deleting duplicated ones.
Belfast City Council’s Unique Challenges
Mapping security models
Library-wide security in DOCS Open needed replicating on to the new libraries in the target SharePoint environment. We had to map the OpenText DOCS Open Security Model onto the SharePoint Security Model, including item-level security.
Large content volume
Based on the large volumes of content present in the libraries within the source system, different libraries were created for this content to be classified and stored appropriately within the new target environment.
Matching the IA
The design and implementation of the new SharePoint environment had to match the Information Architecture in the source Docs Open Information Architecture.
Customization
Customized views were needed for the new target system so that an equivalent experience could be provided to the users. User profiles needed organising, including removing old accounts and deleting duplicated ones.
Proventeq's Solution
Discovery and analysis
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.
Design & implementation
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.
Custom functionalities
Belfast City Council used features of our Migration Accelerator; this piece of software is customizable 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.
Item level audits
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.
Categorization system
The staggered migration processes in the migration engine allowed each library to be migrated individually. A unique categorization system was created in SharePoint to match new document destinations.
Tailored migration solution
We ensured that the user accounts existing within the source system were correctly mapped to new user IDs in the Azure Active Directory; thereby ensuring all users were ready to use the new target system.
