When it comes to performing unstructured content migrations, it is critical to deploy a set of best practices, migration artifacts, accelerators and tools to produce high quality and compliant migrations that meet internal quality standards.
The most challenging aspect of any file share migration is locating the files that are in scope for migration. A lot of challenges arise from the identification phase:
Knowing all of the file share locations.
Understanding there will be a varying amount of differences between multiple locations.
Business resources may incorrectly identify locations for the work.
There will be little, to no, available information to classify or structure the content.
Tools: Take an inventory of all locations which will have the required documents in scope for migration. This is key for understanding the total scope for migration. The methods for acquiring information come from many sources. The business will provide guidance in identifying the correct locations but it is often required that a tool will need to be used to provide a deeper level of analysis on the content.
Collaboration: Work with identified business resources to understand the types of documents and develop business rules to provide structure to the content. Maintaining an open line of communication is necessary at all times. Collaboration with the assigned business representatives will be key in raising issues as well as ensuring the data in scope for migration is correct.
Quality Enrichment: Utilizing the business rules, identify gaps in the information provided through a Data Quality Assessment and return those results to business representatives to clean up the information. Allow enough time to address issues and risks with the business. When dealing with file shares the very fact that these areas are unstructured commands a large need for an intensive quality review of the content based on business rules provided. Additionally, this is an area where the opportunities for enrichment are available as well.
Extract Transform Load: Now that the content has been provided structure it is now ready to be migrated into the target environment or be classified for consumption at a later date. When the time has come to prepare the content for its final location there are three key areas that must be focused on as part of the migration process, keeping in mind coordination with third parties are essential if they are a part of the process:
Extract: Gather physical files from identified locations to be utilized by a toolset.
Transform: Apply business rules to the extracted content to provide structure.
Load: Upload transformed content to a new location in the target environment
Content Migration Methodology
A proper file share migration 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.
The key components to a successful 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 migration, regardless of the situation or the reason for initiating the project.
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Wes White is an accomplished Enterprise Content Management Business Solution Specialist specializing in content management, system consolidation, and migration with comprehensive experience in project delivery and client management. He is currently the practice lead for the Migration Center of Excellence for Paragon. With a long history of working in the Life Sciences industry, Wes has not only gained a familiarity with the business and deliverables, but is also fully aware of all CFR PART 11 requirements for fully validated projects.