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Enterprise Content Management
File Share Migration to Sharepoint 2013 ECM
SharePoint ECM Project
Proposed Implementation Strategy
• Prioritize for, plan, engage SME’s and execute migration by:
• Projects, Area, or Workgroup• Department• Division
• Provide Online SharePoint training, run by their champion• With live, relevant data this could yield some early wins and
important survey feedback to improve the process• Build automated migration group profiles , content types,
metadata then execute the batch migrations off hours
Migration Strategy Options
1. Comprehensive As-Is file inventory, while collecting meta-data, building Content Types
2. Parallel design for ADDS, nav meta-data in term store3. Parallel file inventory meta-data to term store and content
types to central content type HUB
Migration Strategy Best-Practices
1. Manual one-file at a time2. Automated File hold in place3. Automated Move to other drive area
NOT RECOMMENDED
Proposed Implementation Process
• Design/test ONE workgroup at a time• Inventory Data Sources using SharePoint
• Location/Workgroup, Department, Division, Owners, gathering search, reporting meta-data attributes, defining content types, navigation TAXONOMY, and tagging Taxonomyhttp://bit.ly/1vG6Dtq
Iterative – SME centric Work Plan
PER Division
PER Department,
project or Area
Identify SME
Identify Data Sources
Identify SME Data Sources
Identify Content
Type
Markup Batch
Metadata
Set ADDS group
Construct Navigation, Metadata & SP sub site
Execute Plan
2. Migration In Place - Connector
H DRIVEFILE
SERVER
INVENTORY DATA
SOURCES• Location• Workgroup• Department• Division• Owners
DEFINING CONTENT
TYPES
Configure SharePoint
for ECM Migration
• Publishing• Manage
Metadata• Term Store• Content
type HUB• ADDS
Establish Content Types in Hub
Setup Content Types and Workgroup jobs for moving data to
Libraries, while automating meta-
data insertion
FOR Individuals, setup jobs for moving data to
Mysites
SharePoint 2013 SQL Server• Web Content / Navigation• Content types • Pointer to Mass Storage
Online Train, Demo, Test
User Champion
TEST
End User Acceptance
Test Deployment, and Log Check
Work Group Migration
NAVIGATION
TAXONOMY
Pre – Migration Activities Deploy, Test, Train, Feedback
PROS• Parallel operation
• Profiles Could be Staged for Later Cleanup
CONS• Old Files Left in system
ITERATIONS
https://www.youtube.com/watch?v=2521_n9cldU
3. Migrate to new Storage Area
H DRIVEFILE
SERVER
INVENTORY DATA
SOURCES• Location• Workgroup• Department• Division• Owners
DEFINING CONTENT
TYPES
Configure SharePoint
for ECM Migration
• Publishing• Manage
Metadata• Term Store• Content
type HUB• ADDS
Establish Content Types in Hub
Setup Content Types and Workgroup jobs for moving data to
Libraries, while automating meta-
data insertion
FOR Individuals, setup jobs for moving data to
Mysites
SharePoint 2013 SQL Server• Web Content / Navigation• Content types • Pointer to Mass Storage
Online Train, Demo, Test
User Champion
TEST
End User Acceptance
Test Deployment, and Log Check
Work Group Migration
NAVIGATION
TAXONOMY
Pre – Migration Activities Deploy, Test, Train, Feedback
PROS• Cleaner Resultant File System
CONS• Shorter parallel
operation
OTHER SAN or
NAS FILE
SYSTEM
ITERATIONS
https://www.youtube.com/watch?v=JoAwLqeiXRE
Untangling File Shares using SharePoint Metadata Navigation, Content Types, and Tag Metadata
• Instead on relying on human resources to remember WHERE content is stored in file shares, SharePoint (and other ECM’s) use intuitive web navigation and Google like keyword searches to find content.
• Content in file shares always comes from an individual, project, area, workgroup, department and division. By also identifying ‘what types of content’ need to be moved, we can move hundreds of documents at a time into the ECM while tagging them with key METADATA information.
• This SEARCH enables human resources to simply use web navigation to their work area and work with the same files as before.
6 min Content type educational videohttps://www.youtube.com/watch?v=Yj3g5JnPo6s
• Adding new information by content type, acquires the new metadata for the new document and files in the same or a new storage device.
Must be implemented at the farm level prior
to any other work
EXAMPLES• Finance Quarterly Reports• HR Employment Contracts• OPS Renewable Facilities• BHS Invoices
FILE + Content Specific Metadata + Intuitively Navigable Secure Collaboration Space = ECM
Why Manage Metadata ?
• Why Manage? – To provide Consistency of Search • A Managed Metadata column is like spelling
correction used optimally. As you enter partial keyword information required to add a new document, suggestions from the enterprise taxonomy or folksonomy are displayed.
• When should you subscribe to an Enterprise taxonomy…versus building one from the ground up ? How consistent do you need to be?
Base Taxonomy
http://www.wandinc.com/taxonomies.aspxhttp://www.wandinc.com/medical-administration-taxonomy.aspx
Which automated tool to use?• There are literally dozens of tools and migration approaches on the market today I
have reviewed most of them. Trial period testing using round trip proof of concept migration are the best ways to insure a successful project.
• Of all the tools I reviewed one stood out as the best reviewed and most capable
http://www.avepoint.com/assets/pdf/doc6/DocAve_6_Platform_sheet.pdfhttp://www.avepoint.com/resources/videos/
Technical Pre-requisites,decisions, and instructional videos
1. Confirm current SQLServer configuration2. Confirm Publishing Mode3. Configure Managed Metadata Service 8 min http://bit.ly/1vIuZgR
a) Configuring Term store http://bit.ly/13HFmLm4. Establish Content Type Hub http://bit.ly/10mmqPQ
a) Other PREREQ to use content types - http://bit.ly/1pl9lCHb) Content type demo HR onboarding http://bit.ly/1EidLgK
5. Metadata Planning 1hr http://bit.ly/1tHQ3Y16. Set Navigation by metadata 8min http://bit.ly/1tbRF7i7. Review and test of search strategy and configuration http://bit.ly/1zuRwkm
a) Enterprise search center – ram criticalb) Warning about in-place migration and slower mass storage conflictsc) Intro https://www.youtube.com/watch?v=_4MtgJ8-g1Id) 20 min https://www.youtube.com/watch?v=8XkfISljrt8e) 56min https://www.youtube.com/watch?v=T1J_pMD7V_4
8. Test and Revision of add new document leg of workflow going forward
Navigational Organization
Managed Meta-Data
Admin BHS VocationalFFN
SHAREPOINT CENTRAL ADMINISTRATION
Conclusions This presentation was designed to both educate and technically prescribe the project plan
for the Lakewood migration from File Shares to SharePoint
• Identified Project Success Factors• Provided 3 Strategic Options for migration• Identified Best Practices from similar
Projects• Built/Tested a SharePoint centric process to
streamline the data collection effort• Drawn detailed technical flows for the two
major strategic options
• Detailed explanation of the file share untangling process, with or without re-locating files
• The roles of content type, managed metadata, and taxonomy
• Suggested a semi-automatic toolset for migration/conversion
• Technical Pre-Requisites & SharePoint Farm architecture
