Content Rationalization & Migration Framework for MOSS 2007

Content Rationalization & Migration

Content Rationalization & Migration

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

• 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

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

People Processes

Reports Tools

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

How SharePoint 2007 and Meta

plus

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

Meta

plus

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

Meta_plus+

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

Metaplus the content rationalization and migration solution for

SharePoint 2007 - Architecture

Meta

_plus+

Capture Analysis & Manipulation

Metaplus Task Manager

Portals/Websites Capture Document Repositories Metaplus SQL 2005 Database Capture SharePoint 2007 Platform

Capture Content Manager

Reporting Manager Metadata Manager Content Manager Migration Manager Migration Portals/Websites Migrate

Capture Capture Capture

Benefits of Metaplus for Content Rationalization and Migration……

Reduce Content Volumes Improve Metadata Reduce the risks in

content migration

Objective

Capture Capture

Capture

• 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

Key Benefits

• 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

Capture Capture Capture

Benefits of Metaplus for Content Rationalization and Migration……

Reduce migration effort Improve quality of content Enhance business intelligence activities Objective Capture Capture Capture

• 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

Key Benefits

• 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

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

Analyse existing content - Email - Web Pages - Office Documents - PDF’s - Images

Identify duplicate content

Identify and‘Cleaning-up’ out-of-date content efficiently

Identifycontent for archiving

Obtainmanagement reports

accessible through an executive dashboard interface

Runningstructured BI queries on

unstructured content

Metaplus the content rationalization and migration solution for

SharePoint 2007 - Features

Meta

_plus+

ProvidingPlug-ins to enable the

migration of content to SharePoint

Improvingyour Content Improving Enterprise Search

- Images Identifycontent for archiving _{unstructured content}

Manipulatemetadata and content structure through an intuitive interface Application of Enterprise Taxonomy

Impactanalysis of Content Management Policychanges

Creation ofContent rationalisation and archiving strategies and solutions

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.

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

Example: Report of All Metadata Found

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

automated

manipulation

and enhancement within the tool.

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 year 10%-Current