High Volume Document Migration and Conversion

Migrating documents legacy document management platforms into Microsoft SharePoint Online is a very effective way to reduce the cost and risks associated with retaining required documents whilst maintaining both document fidelity and sufficient EDRMS functionality.

Learn in this case study how we helped our client complete a large migration by leveraging both our experience and tried and test migration platform.

Situation

Marshalls is the UK’s leading provider of innovative landscaping, building, and roofing solutions.

Driven by a modernization of its line of business systems Marshalls wished to to preserve some valued content without incurring the cost and complexity associated with maintaining the current Hyland OnBase repository.

Marshalls’ challenge to us was therefore to migrate a large volume of documents into their new Microsoft SharePoint Online information architecture whilst retaining required meta data.

Migration Challenges

• Circa 20 million documents to extract from Hyland OnBase and load to SharePoint Online
• Older Hyland OnBase source connected to EMC Centera Storage
• Conversion of legacy format scanned images into multipage PDF.
• Mapping to a new information architecture

Migration Solution

• Mapping with Discovery – Established requirements.
• Test & Review – Ensured requirements met prior to high volume migration.
• Single step migration from source to destination with on-the-fly conversion to PDF.
• Migration of all required content and meta data.
• SharePoint Online High Speed Destination connector avoided throttling issues.
• Migration database enabled tracking, reconciliation and validation at high volume.
• Migration as a service.

Benefits of Migration

Reduced risk

With the content successfully migrated the client :

• Mitigated risks associated with legacy platforms – such as potential system failure, stability, integration, backup and restore challenges.
• Reduced their exposure to skills or expertise shortages incumbent with managing legacy systems.

Reduced costs

Migrating away from a legacy content management system cleared a pathway to reduced costs:

• Aging hardware could be decommissioned with support, hosting and energy costs eliminated.
• Service and skills costs reduced.

Maintained Value & Compliance

Leveraging our cost effective services Marshalls was able to retain the value of the content to the business and fulfill compliance responsibilities.

Benefits of Migration as a Service

Reduced Cost

Cost was reduced by outsourcing the legacy system migration because:

• The client did not have to invest in significant additional staff or contractor time.
• The client did not have to spend time on evaluation and procurement of a migration tool.

Smoother Journey

Choosing migration as a service from Ensentia gained Marshalls a service partner to supplement their existing expertise. This enabled a smoother journey for the migration because:

• Decision making is simplified by the ability to leverage our experience.
• Problems are solved and challenges are overcome more swiftly.
• Risk is shared with or outsourced to the partner.

How Ensentia Can Help You

We are experts in migrating content from legacy systems with a specific focus on migration to SharePoint and Office 365. Get in touch with us for a free consultation.