If your organization is upgrading to the new version of EMC Documentum D2, you very well may be required to migrate from your existing ECM application. There are many benefits that come with upgrading to D2. To realize these benefits, one must execute an effective migration that includes careful planning, training and communication every step of the way. D2 updates include an innovated and configurable platform, automated features, a new user interface, advanced virtual document capabilities intuitive content viewing and search functions. Additionally, D2 supports the implementation of line of business applications - one example of this is the D2 module Quality and Manufacturing for Life Sciences (LSQM).
Planning is important for Documentum migrations because there are numerous decisions to be made based on the needs of the organization, new features that must be accounted for, people who must be informed and trained, discussions that must be had and transitions that must be made.
Here are the top 10 fundamentals that you should consider if you are planning this type of migration.
1. Know Your Real Scope
The scope of the migration includes understanding the current system and future D2 capabilities, the types and quantities of information/content that must be addressed and what processes or integrations in the current system that must be retained. Understanding scope is an essential step if you’re migrating to the latest version of Documentum D2.
2. Plan for Business Adoption and Change Management
The end goal should always be for all users to adopt the new technology and set of processes. This is often best achieved through a solid change management approach. This means focusing on the strategies and practices that best instil long-term, positive change within the organization, from the top down, including training and communication efforts.
3. Is My Information Architecture Changing?
It is important to have answers to questions like these while planning the migration or upgrade, as changes to the system’s information architecture will require a comprehensive mapping from the old to the new information architecture.
4. Understand System Integrations
System integrations require making content, information and documents from a variety of systems available in another system. Accounting for existing integrations ensures the flow of information is not interrupted. Your team must understand these integrations, migrate them and implement quality control throughout the end to end process to ensure a successful Documentum D2 migration and also to ensure external systems are not affected.
5. Assess Your Data Quality – Don’t Mislead Yourself
Don’t assume anything about the quality of your data going into a migration. Over numerous in-place upgrades, enhancements, changes to Information Architectures – inconsistences, missing and incomplete data can become common. Poor data quality can lead to migration challenges and errors. It can also affect the users as it leads to difficulty searching and accessing information.
6. Engage Your Quality Department Early
Communication is key in every aspect of the migration process, particularly when it comes to engaging with the quality department not only to make sure migration is error free but to also define and align with the testing approach. Engage with the quality department early and maintain close communications throughout the process.
7. Decide on Test Process
There are many approaches to testing a migration. Often migrations leverage a sampling approach based on industry defined standards. Sample test scripts should also take into account and challenge any application specific features, such as integrations and processing rules. Pre-production and production testing with user involvement is critical to ensure a high-quality migration.
8. Determine Type and Schedule of Execution
There are several approaches for executing the migration to D2, each with different advantages depending on your situation. Making this decision during the planning process, with the assistance of Document Owners, Business Stakeholders and IT Leads, will ensure a smoother and more successful transition when the system is in production.
9. Engage Records Management and Legal
The records management and legal departments should also be closely engaged in the migration process, as they have a wealth of information and knowledge that is critical to the management of records. Carefully managing records and maintaining legal compliance should always be a goal, and involving these departments will help ensure such objectives are met.
10. Can You Archive Legacy Data?
As you are planning to migrate to the latest version of Documentum D2, be sure to consider only moving content that has business value. Archiving legacy data in an enterprise archive will ensure Records Management compliance, but also reduce situations when users are searching for information and are inundated with many results that don’t apply.
When it comes down to it, gaining a detailed understanding of the landscape is the key to a successful migration to the latest version of Documentum D2. Start with an understanding of your business and technical scope, information architecture, work with Users and Stakeholders affected by the project, and implement best practices for change management.