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 Inventory Data Sources Locatio n/Work group, Depart ment, Division, Owners, gatheri ng search, reportin g meta- data attribut es, defining content types, navigati on TAXON OMY, and tagging Taxono my

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 store 3.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 time 2.Automated File hold in place 3.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 Taxonomy

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 DRIVE FILE 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

3. Migrate to new Storage Area H DRIVE FILE 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

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 video 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

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

Technical Pre-requisites, decisions, and instructional videos 1.Confirm current SQLServer configuration 2.Confirm Publishing Mode 3.Configure Managed Metadata Service 8 min a)Configuring Term store 4.Establish Content Type Hub a)Other PREREQ to use content types - b)Content type demo HR onboarding 5.Metadata Planning 1hr 6.Set Navigation by metadata 8min 7.Review and test of search strategy and configuration a)Enterprise search center – ram critical b)Warning about in-place migration and slower mass storage conflicts c)Intro d)20 min e)56min 8.Test and Revision of add new document leg of workflow going forward

Navigational Organization Managed Meta-Data AdminBHSVocational FFN 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

navigation