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5 Steps to Building a Well-Defined Content Migration Methodology

By  Douglas Vargo Douglas Vargo  on 2016-01-22 13:12:32  |  Featured in  Communications , Information Management
Douglas Vargo
Posted By Douglas Vargo
in Communications in Information Management
on 2016-01-22 13:12:32

Content.Migration.Steps.2016.jpgA proper methodology defines what a content migration process will look like - and the level of success it will achieve.

Generally, a well-defined content migration methodology includes a set of accelerators, templates, documentation and quality guides meant to help businesses efficiently and successfully implement even the most complex ECM migration projects. 

Additionally, a well-defined methodology will include such best practices as content governance, content integration, converging capabilities, enterprise content management consolidation and expansion, an information model and an intuitively structured enterprise content management program designed with end users in mind.

A well-defined methodology will typically need to include several measures to be a success, including planning and developing templates; understanding the value of your data; taking advantage of the latest tools and technologies; building quality outcomes in stages; and focusing on user adoption, as usability of data is critical.

Planning and Developing Templates

A well-planned migration methodology usually outlines the development of a template for the migration plan, a template that specifies migration mapping, a template for the migration execution summary report and other vital templates.

Understanding the Value of Your Data

Such items as analysis checklists and quick reference guides are typically included in a content migration plan. These reports make it easier to understand your valuable data, including essential guidelines and other critical information, at a glance.

Building.Content.Migration.Strategy.2016.jpgTaking Advantage of the Latest Tools and Technologies

Of course, there are a number of tools and technologies that can play a crucial role in the overall success of a migration methodology. The right enterprise content management system will not only streamline all of your content into one convenient and accessible database; it will include all the application tools that your people and teams need to be productive, efficient and effective in an intuitive and easy-to-navigate system.

Building Quality Outcomes in Stages

Proven methodologies are designed to achieve specific goals, including analysis, mapping, high-level design, detailed design, configuration, testing, deployment and other critical objectives. These objectives are best reached in carefully ordered stages, so as to build quality outcomes upon the foundation of the preceding steps.

Focusing on Usability and User Adoption

Developing a convenient, intuitive and user-friendly enterprise content management system is essential to the success of any content migration plan. An ECM system is only going to work if the end users adopt it and understand its benefits, though, which is why training and ongoing communication programs are important to continue before, during and after the migration process. The process should be completed as seamlessly as possible with minimal disruption and a change management approach, which minimizes impact on the business and provides the right level of support to users so they are familiar with the new application.

Proper Migration Timeline

A proper methodology will ensure that each migration timeline and cost is assessed
based upon its own unique business processes, volume, data requirements and technical requirements, including system information. 

Ultimately, the key ingredients to a successful content migration are solid planning, a well-defined methodology, data quality and enrichment, adequate testing and verification and change management. These components, when put into practice with the aid of a dedicated consulting team, will ensure a successful content migration, regardless of the situation or the reason for initiating the project.

For businesses looking to change, upgrade or consolidate their ECM solution, it is vital to follow these steps and pay close attention to the details each step of the way. With this type of methodology, strategy and focus on user adoption, businesses will be able to reap the benefits of effective migration now and into the future.

5 Keys to a Successful ECM Migration
Douglas Vargo

Douglas Vargo

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Doug Vargo is Vice President and leader of Paragon’s Digital Information Management team. Doug provides business process and technology solutions that apply to the generation, management, use, compliance and disposition of enterprise content. Paragon’s Digital Information Management team focuses on ensuring organizations have effective, pervasive content management strategies, business processes and technology to ensure the right content is available at the right time, for the right person. Prior to joining Paragon, Doug was the Director of Records Information Management for Rusco, Inc., where he was responsible for the implementation and validation of Document and Records Management Systems at several life sciences companies with a specialization FDA compliance. Doug holds a BS in Environmental Science from Slippery Rock University, PA.

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