Toyo Engineering

Enhanced Data Management Processes and Quick Document Findability through an Oracle UCM to SharePoint Online migration

Key Results
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50TB of documents migrated
of data migrated
1000k users benefited from improved efficiency
users benefited from improved efficiency
505 improvement in average search time
faster document search time

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

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Our Client's Unique Challenges

DfE challenges
Inefficient document system

Toyo Engineering had heavily invested in their legacy system, relying on it for over 7 years with more than 50 projects. To streamline document management processes and enhance efficiency, the company required a modern document management system.

Content Sprawl

Shoka was poorly managed, storing disparate documents in uncommon folder structures with inconsistent file formats. It also contained a large volume of expired documents, including outdated versions of current files and duplicates, all of which needed to be restructured and enriched.

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Proventeq is your partner for digital transformation

Proventeq's Solution

Stakeholder workshop

After a thorough consultation, stakeholders aligned on a migration strategy to transition to SharePoint Online for improved document management. The plan included a comprehensive discovery and analysis of our client's existing system to ensure a smooth migration.

Content restructuring

Our team identified and removed redundant document versions, data quality issues, and any potential errors before migration. We implemented simplified folder structures and standardized file formats in SharePoint Online to transform content usage and user experience.

Developing a custom connector

We also developed a special custom connection that could read and move Toyo Engineering's data from Shoka to SharePoint Online seamlessly. They will continue to use our file-to-SharePoint-migrator connector in the future.

Full fidelity migration

With Proventeq’s SharePoint migration experience and ability to analyze many levels of a record center, we were able to carry out a successful migration. The entire process was documented and logged to ensure auditability.

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The Results

Streamlined file management system

By migrating to SharePoint, Toyo Engineering has transformed its document management into a structured, efficient, centralized, and scalable system, improving compliance and enhancing document collaboration.

Faster document search time

Classifying and restructuring documents into a central repository has helped meet the demands for document accessibility. Employees can quickly search for the information they need, enhancing search, saving time, and increasing productivity.

Maintained business continuity

The data migration process was executed seamlessly, ensuring no disruption to business operations. This smooth migration has preserved data integrity, minimized downtime, and assured reliability for our client's content management processes.

The Proventeq migration team developed a custom connector that made our migration process seamless. Their post-development support was excellent, enabling us to stay perfectly on schedule.

Tarun Mohta,

Global Business Process
Innovation Manager

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High throughput migration of more than 50+ Terabytes of items were migrated throughout the project. Multiple instances of Migration Accelerator were running
in parallel to facilitate this outcome.

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