Business Scenario
A government organization with 800 staff and 1 TB of content needed to migrate from an Open Text Content Server to SharePoint Online. The migration required preserving link functionality for historical documents, ensuring seamless integration with Active Directory, and maintaining data security.
Project Details
| Customer | Mid-sized governmental organization, 800 employees |
|---|---|
| Country | Virginia |
| Domain | Finance, Government |
| Division/ Department | 15 departments |
| Engagement Model | Dedicated Resources |
| Tools and Technology |
|
| Browser Compatibility | Internet Explorer, Edge, Firefox, Chrome, Safari |
| Migration Tool | Tzunami Migration Tool |
| Development Environment | Remote Desktop |
Our Solution
Understanding the requirements, our team identified SharePoint Online as the ideal platform to fulfill user needs. The initial step involved creating an Information Architecture to support search, tagging, and a fine-grained security model. A Tzunami tool was employed to manage URL redirection, preserving link functionality for historical documents using migration reports as a database via an IIS extension. The Information Architecture facilitated secure document access while optimizing repository efficiency in SharePoint. Customizations were designed, and the migration tool was chosen. A phased approach was adopted for departmental migrations, beginning with an initial migration, followed by validation, and concluding with delta migrations for cutover.
Training
A “Train the Trainer” approach was employed, where one trainer per department acted as a local administrator and facilitated training. A centralized “Training Hub” was established, housing training materials, including quick user guides and instructional videos, ensuring consistent and effective training across the organization.
SharePoint Migration
Results
The OpenText Content Server migration to SharePoint Online yielded significant achievements:
Conclusion
The successful migration highlighted meticulous planning, effective execution, and technology integration. Preserving links and data integrity, optimizing architecture, and prioritizing user training ensured a seamless transition. This achievement emphasizes the significance of planning, technology, and user-centric strategies in achieving efficient document management.
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