content rationalization migration framework.ppt · 2008-08-05 · content rationalization &...

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Content Rationalization & Migration

Inspiring Your Next Success!®

Content Rationalization & Migration Framework for MOSS 2007

Hitachi Consulting

Managing Information Overload

Does this Sound Familiar?

• Content storage in multiple systems

• Multiple metadata structures used

• Unstructured content is unmanaged

• Extensive duplication of content stored

Inspiring Your Next Success!® 1

• Extensive duplication of content stored

• Storage capacity reaching its limits

• Enterprise search is not effective

• Inability to find the right information at the right time

• Inability to cross reference information between systems

• Limited or no quality assurance of content

• No formal content management policies in place

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Hitachi Consulting has developed a best practice approach to helping our clients migrate content to the MOSS 2007 platform.

Benefits Include:

> Automate the Content Audit Process – crawl

content sources and conduct detailed analysis on

the current state of content

> Provide Reports on Key Content Issues –

Content Rationalization & Migration Framework

PeopleProcesses

ReportsTools

Content Migration Framework


>

provide actionable reports and recommendations

on metadata manipulation, removing duplications,

archiving and expiring content, ongoing

management, etc.

> Provide Tools to Enable Content Owners to Clean & Rationalization Content – facilitate the

content clean up effort by content owners and

knowledge workers

> Automate Content Migration – migrate quality

content with the right metadata to MOSS 2007

Processes - Systematic, streamlined approach to rationalizing and migrating enterprise content

Tools - Automated tools for crawling, analysis and manipulation, and migration efforts

People – Skilled resources with experience with MOSS 2007 and content best practices

Reports - Standardized and custom reports to provide data about enterprise content and strategic recommendations

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How SharePoint 2007 and Metaplus+ can Solve these issues

SharePoint 2007 and Metaplus+ is an ideal solution to address these key issues:

SharePoint 2007• Enhanced document management functionality

• Unified storage architecture

• Enterprise search

• Application of content management governance

• Application of archiving policies


• Application of archiving policies

Metaplus+ Platform and Processes• Identifies and analyses current content characteristics

• Identifies duplications and content for archiving

• Applies metadata to unstructured content

• Enables migration to SharePoint 2007

• Improves the quality of an organisations existing content

• Provides customized migration processes

Metaplus+

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Metaplus+ Platform and Processes

• Hitachi Consulting Content Diagnostic and Migration Service provides organisation’s with the ability to perform a detailed, quick and effective content analysis of all its unstructured content.

• This service involves using the Metaplus+ platform to conduct the content diagnostics of an organization’s unstructured

Metaplus+


the content diagnostics of an organization’s unstructured content together with an audit processes assisting in the detailed analysis of the content.

• Based on the type of content diagnostic an organisation wishes to conduct, the Hitachi Consulting Content Diagnostic and Migration Service will assist in improving the enterprise content and its discoverability. It will take out duplications, archive out-of-date content, optimize metadata and migrate back into original source or into SharePoint 2007.

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Metaplus the content rationalization and migration solution for SharePoint 2007 - Architecture

Capture SourceSystems

Email SystemsExchange

Metaplus+

Shared Folders

Document Repositories

Capture Analysis & Manipulation

Metaplus Task Manager

Portals/Websites

Capture


Document Repositories

MetaplusSQL 2005Database

Capture

SharePoint2007 Platform

Capture Content Manager

Reporting Manager

Metadata ManagerContent ManagerMigration Manager

Migration

Portals/Websites

Migrate

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Capture CaptureCapture

Benefits of Metaplus for Content Rationalization and Migration……

Reduce Content Volumes Improve Metadata Reduce the risks in content migration

Objective


Capture CaptureCapture• Identifying and enabling

removal of duplicate content

• Identifying content for

archiving and enabling

content archiving

• Discover gaps in metadata

on existing Content.

• Enable the Augmentation of

Metadata on existing

content.

content migration

• Metrics and structure of

content For migration

Identified

• Automated content capture

and Migration

Capture Capture Capture

Activities

KeyBenefits

• Improved search performance

• Reduced on-line storage

requirements

• Improved search results

• Improved usability of content

• Understanding your content

prior to migration

• Tried and tested tools enabling

successful migration

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Capture CaptureCapture

Benefits of Metaplus for Content Rationalization and Migration……

Reduce migration effort

Improve quality of content

Enhance business intelligence activities

Objective


Capture CaptureCapture• Provide the processes and

methodologies for migration

• Automated metadata

mapping

• Automated migration to SP

2007

• Removal of duplicate content.

• Removal of out of date

content.

• Application of metadata /

taxonomy

effort content intelligence activities

• Mapping metadata to data

structure

• Visualization of content

analytics

• Export to BI data cube

Capture Capture Capture

Activities

KeyBenefits

• 60% reduction in migration

effort

• Migration of relevant content

only

• Improving relevancy of search

results

• Enables integration into

business intelligence activities

• Improved business intelligence

• Running structured BI queries

on un-structured content

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Manual Content Rationalization and Migration

� Scanning and searching for relevant content over multiple domains, systems, and content sources globally

� Recording the attributes of each piece of content stored in multiple systems

� Analyzing the metadata associated with each piece of content as well as the multiple metadata structures used within each system

� Manually comparing and locating the extensive numbers of duplicate content stored in multiple systems

Content Audit

Content Analysis


content stored in multiple systems

� Tracking date attributes and assessing content versions and relevancy to identify out of date content

� Manually archiving out of date content

� Manually removing duplicate content

� Manually mapping metadata across information from systems

� Moving content from one repository to MOSS 2007

� Manually applying content management policies to content after it has been migrated

Content Cleanup

Content Migration

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Analyse existing content

- Email

- Web Pages

- Office Documents

- PDF’s

- Images

Identify duplicate content

Identify and ‘Cleaning-up’ out-of-date

content efficiently

Identify content for archiving

Obtain management reports accessible through an executive

dashboard interface

Running structured BI queries on

unstructured content

Metaplus the content rationalization and migration solution for SharePoint 2007 - Features


Metaplus+

Providing Plug-ins to enable the

migration of content to SharePoint

Improving your Content

Improving Enterprise Search

- Images Identify content for archiving unstructured content

Manipulate metadata and

content structure through

an intuitive interface

Application of Enterprise Taxonomy

Impact analysis of Content Management Policy changes

Creation of Content rationalisation and archiving strategies and solutions

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Examples of Reporting options

Standard Reports Options Include…

» Age of content

» Content usage / last accessed

» Content duplication

» Last Updated

» Total space used

» Metadata type by repository

Metadata values by repository


» Content location

» Age of files

» Metadata values by repository

For more specialized reporting requirements, more customized reports can be developed by writing simple SQL queries.

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Example: Identification of Similar Content

Metaplus identifies


Metaplus identifies two documents that are 80% (or any % you identify) alike:-Same release date-Much of the same text-Different title, graphics, format, and text re-ordered

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Example: Report of All Metadata Found

dbFilePath Content_Length diRevUser Content_Length

abasnoephar.nsf Content_Type diRevDate Content_Type

metaTag $$Return diModifiedServer $$Return

HasEmbedded GKO_Service diAction GKO_Service

SentByAgent GKO_Navigation ViewIcon GKO_Navigation

IsSigned GKO_Reader modViewName GKO_Reader

IsDeleted GKO_Author RefreshView GKO_Author

IsValid ApprovalAuthors RefreshPlace_1 ApprovalAuthors

SAMPLE REPORT: The following table shows all the metadata fields from the 43 repositories which were audited.

Metaplus conducts a full content audit to extract all metadata, generates reports,


IsValid ApprovalAuthors RefreshPlace_1 ApprovalAuthors

HttpURL Approver DocID Approver

$FILE DateApproved FormName DateApproved

Form Deleted DocID1 Deleted

$Fonts ViewIcon_1 Repository ViewIcon_1

AuthorDomain diCreated_1 NxDocInPrimary diCreated_1

NotificationMail GKO_Abstract NxLocation GKO_Abstract

FormName Theatre KMApproval Theatre

NxDocInPrimary PwCIndustry Subject PwCIndustry

NxLocation SubIndustry DocAuthor SubIndustry

KMApproval Ind1BP DocContact Ind1BP

IndustryExpertise Multi1BP Body Multi1BP

Subject Multi2BP LocalAbstract Multi2BP

generates reports, and allows for automatedmanipulation and enhancement within the tool.

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Metaplus conducts a full content audit to identify out of date

Content Age Audit.

Example: Identification of Old Content


identify out of date content. Tool allows you crawl and identify content that is older then XY years.

30% - 3 years

30% - 5 years

20% - 1 year10%-Current

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Screen Shots

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