5 Proven Steps to Successful ECM Migration

You get it.

You understand the value of data to your business. You realize access to accurate information at the right time helps make the best decisions. You’ve finally decided to start making your data pay off by investing in an enterprise content management (ECM) system.

You’ve taken the first step, now you need to leverage your ECM investment.

Your next step is to manage your data. Today’s ECM systems are built to organize data for file sharing and records management. However, evaluating thousands, if not millions, of files would send even the most dedicated IT department running for the hills. It could literally take years — time your business cannot afford to lose.

Imagine a library containing every book ever printed. Sounds impressive, until you have to find the one book you’re searching for. Attributing file metadata to records gives context to your data. This context can help unstructured data become discoverable when searched. The right ECM tool can do this for you.

“Lift and shift” approaches to data transfers are deceiving short cuts, which simply migrate legacy data regardless of its utility. That’s like moving your music collection with a U-Haul full of stereo equipment, 8-tracks, and cassettes when all you really need is a server with music files and a wireless sound system.

There is no use clogging up your new ECM with useless data. Take only what you need. Sound daunting? Again, your ECM solution should help.

You’ve made the investment, so now is the time to leverage the power of ECM. The exponential proliferation of data can overwhelm anyone charged with making sense of it all. How do you begin to control the “data beast?” Where do you start? Follow these steps:

Step 1 FIND: You must know what you know! Mine every source of data in your enterprise. Discover source material from every department, server, and networked device. Transfer paper files to electronic formats. Get it all in one view.

Step 2 SHRINK: Now the fun begins! Eliminate redundant, obsolete, and trivial (ROT) data. Identify only the content and data you need. This effort should be a team approach, with representation from every part of your business.

Step 3 SORT: Just like laundry piles prior to washing, we must sort our data into classifications that go together. Test file metadata and restructure source content in a staging area before your ECM goes live.

Step 4 MOVE: It’s moving day! Consolidate your newly organized content into one view as you migrate to your new ECM.

Step 5 MONITOR: Keep it clean. Now that you have gone through the necessary steps of getting control of your data, make sure to keep shared drives clean and compliant by identifying ROT for cleanup and removal and by denoting personally identifiable information (PII) for appropriate handling.

Managing your data doesn’t have to be a burden. Your ECM tool should help you at every step in the process.

FileFacets provides everything you need to perform sophisticated content analysis and migration — including ROT processing, auto classification, metadata mining, and attribution — all in one integrated product.

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