Dubai Silicon Oasis Authority (DSOA) manage a 100% government-owned free zone that promotes modern technology-based industries with urban master-planned community, state-of-the-art infrastructure and in-house business services.
DSOA had an aging system that was not answering the demands of their business. The structure of the FileNet platform had proved too complex for users to easily interact with content, causing a detrimental effect on productivity and collaboration.
To enable better content management, DSOA chose Microsoft’s SharePoint platform to avail of the classification and collaboration advantages offered. Having used a legacy IBM FileNet deployment to manage over 850Gb of content since 2009, DSOA had a requirement for a modern platform to streamline various business processes and improve departmental efficiencies.
To achieve this, DSOA needed assistance in understanding the existing content landscape, implementation of an effective information management and governance strategy in SharePoint, and migration of large volumes of content from the existing FileNet platform to align with the streamlined business processes.
Dubai Silicon Oasis Authority's Unique Challenges
Understanding of existing content
DSOA required an insight into the existing content, information architecture and ECM Features being used in IBM FileNet.
Inconsistence in data sources
Thorough assessment of source content to identify errors, inconsistencies, and relationships surrounding content.
High volume migration
With high volume on content in the source system, the solution would need to efficiently manage the migration of a large volume of content across multiple departments.
Optimizing the information architecture
There was an ineffective information management and governance strategy which needed to be optimized to match DSOA’s existing business processes.
Discovery & analysis
By undertaking a detailed analysis to illustrate DSOA’s content landscape and departmental use, our migration experts highlighted data inconsistencies and potential issues that required attention prior to DSOA’s migration.
Content mapping, flattening & tags
Content from various department folders within the FileNet was mapped and migrated to SharePoint site collections and sites. Content stored in hierarchical IBM FileNet folders was flattened and tagged with relevant metadata.
Document class consolidation
200 document classes were consolidated into less than 20 Content Types. This solution provided an expedited migration to SharePoint with the ability to migrate all relevant metadata alongside the newly classified content.
Additional metadata was generated based on existing document class attributes. Invalid characters and patterns present were substituted prior to migration to ensure compliance with SharePoint’s file naming conventions.
Streamlined content platform
By empowering DSOA’s users with a streamlined content platform, Proventeq have helped reduce the time spent across the organization searching for and working with content. SharePoint has provided DSOA with a content services platform which enables flexible collaboration, distribution and management, thus improving user productivity across the organization.
Significant cost savings
DSOA have found that by moving the content out of IBM FileNet and decommissioning the IBM system there has been a significant reduction in the total cost of ownership of their ECM infrastructure. These savings have been generated by reduction in licensing and support costs; and by negating the need for expenditure on modernizing the existing platform functionality to meet the organizational needs.
Minimal impact to business
Maintaining business-as-usual functions throughout the migration imperative. Proventeq seamlessly achieved this, executing and delivering their migration project with minimal impact to the business.