Migration from Oracle UCM to SharePoint Online
TOYO is a Japanese engineering, procurement and construction company that offers outstanding project management, integrated and cutting-edge technologies, optimum alliance-building and advanced global networking services.
Case study overview
TOYO has an enormous fund of knowledge stored in historical documentation that its many teams refer to when building new plants. Some of these resources were paper-based, scanned and kept in file storage; others were kept in Letter Management System (HTML, MSG and PDF files) and a significant proportion was stored in a bespoke, in-house document management system designed about a decade ago, called Shoka (Japanese for “library”) - built on Oracle UCM.
TOYO chose Proventeq because of our track record in digital transformation and intelligent content management solutions. More than 50 TB of items was migrated with our high throughput migration solution. Proventeq helped TOYO meet its migration targets and provided high-touch support throughout the migration.
Solving TOYO's unique challenges
By working together, we decided to use Microsoft SharePoint Online (SPO) to consolidate our client's knowledge. The challenge was to transfer all archived data from Shoka to SPO, including physical files and attribution data. We needed to drill into the attribute data and filter documents, with the entire process transferring into SharePoint.
The team designed a version of the site and transferred the physical file and attributes. This was not only from Shoka 2; they also needed to migrate data stored on the hard disc and Lotus Notes, Maz and more.
Proventeq restructured TOYO’s storage system into an upgraded Shoka (Shoka 2.0) to safeguard any legacy documentation.
Shoka data was stored on hard disc and retained. This included not only files but also metadata and attributes that might need to be retrieved.
With Proventeq’s SharePoint expertise and ability to analyze many levels of a record centre, select only the required data and filter out the rest, documenting and logging the entire migration process.