Toyo Engineering

Oracle ECM Modernization

Client Profile

Toyo Engineering provides clients with total value for projects concerning quality, HSSE (Health, Safety, Security, and Environment), schedule and cost management. The company's main deliverable is often digital documentation.

They have built an enormous fund of knowledge stored in their historical documentation system called Shoka, which departments refer to when working on projects. Shoka is a bespoke, in-house document management system designed a decade ago which was built on Oracle UCM.

Shoka became a critical source of the company's business knowledge because a significant proportion of their information was stored on it. Some of their resources were old paper-based scanned files stored across different file storage systems in Letter Management System formats (HTML, MSG, and PDF files).

Toyo Engineering recognized the need for an advanced document management system which required them to close Shoka. They chose Proventeq for our proven expertise in digital transformation and intelligent content management solutions.

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LOCATION

Japan

SECTOR

Engineering, Procurement, Construction, Consultancy

SOURCE

Oracle UCM

DESTINATION

SharePoint Online

The Complexities of the Project

A complex document management system. With over 50 projects depending on Shoka, TOYO needed much greater document management, hence switch to a commercial system and close Shoka.
Secured any legacy documentation that might need to be retrieved. All Shoka data was stored on multiple stores, uncommon folder structure and discrete file formats.
Document sprawl - Demystified the document sprawl and retain an archive that could be accessed when needed. Only the most recent version of documents was required.

Solving TOYO's Unique Challenges

Data migration from multiple sources

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.

Restructuring storage system

Proventeq restructured TOYO’s storage system into an upgraded Shoka (Shoka 2.0) to safeguard any legacy documentation.

Data retrieval process

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.

Efficient SharePoint migration process

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.

The Results

Custom designed migration

Proventeq developed a special custom connection that could read and move TOYO’s data from the hard disk to SPO, due to the complexity of the structure of Shoka. TOYO will continue to use our file-to-SPO migrator-connector in the future.

High throughput migration

More than 50 terabytes of items were migrated throughout the project. Multiple instances of Migration Accelerator were running in parallel to facilitate this outcome.

Preserving business continuity

Shoka was due to close in May 2022 and TOYO had a challenging deadline to complete and log user acceptance testing, carry out discovery reports and analysis. The migration timeline was adjusted to cause minimum impact to business continuity.

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TOYO made the great decision of working with Proventeq because of our track record in digital transformation and intelligent content management solutions, which resulted in us solving TOYO's unique challenges.

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