Content Rationalization & Migration Framework for MOSS 2007

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1 Content Rationalization & Migration Framework for MOSS 2007 Inspiring Your Next Success!

2 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 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 No formal content management policies in place Inspiring Your Next Success! 1

3 Content Rationalization & Migration Framework 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 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 Content Migration Framework Processes Tools People Reports 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 Inspiring Your Next Success! 2

4 How SharePoint 2007 and Metaplus + 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 Metaplus+ 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 Inspiring Your Next Success! 3

5 Metaplus + Platform and Processes Metaplus+ 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 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 outof-date content, optimize metadata and migrate back into original source or into SharePoint Inspiring Your Next Success! 4

6 Metaplus the content rationalization and migration solution for SharePoint Architecture Analysis & Manipulation Source Systems Systems Exchange Shared Folders Metaplus+ Metaplus Task Manager Document Repositories Portals/Websites Content Manager Migration Migrate Metaplus SQL 2005 Database Reporting Manager SharePoint 2007 Platform Migration Manager Content Manager Metadata Manager Inspiring Your Next Success! 5

7 Benefits of Metaplus for Content Rationalization and Migration Objective Reduce Content Volumes Improve Metadata Reduce the risks in content migration Activities 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. Metrics and structure of content For migration Identified Automated content capture and Migration Key Benefits Improved search performance Improved search results Understanding your content prior to migration Reduced on-line storage Improved usability of content requirements Tried and tested tools enabling successful migration Inspiring Your Next Success! 6

8 Benefits of Metaplus for Content Rationalization and Migration Objective Reduce migration Improve quality of Enhance business effort content intelligence activities Activities 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 Mapping metadata to data structure Visualization of content analytics Export to BI data cube Key Benefits 60% reduction in migration Improving relevancy of search Improved business intelligence effort results Running structured BI queries on un-structured content Migration of relevant content only Enables integration into business intelligence activities Inspiring Your Next Success! 7

9 Manual Content Rationalization and Migration Content Audit 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 Content Analysis 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 Tracking date attributes and assessing content versions and relevancy to identify out of date content Content Cleanup Manually archiving out of date content Manually removing duplicate content Manually mapping metadata across information from systems Content Migration Moving content from one repository to MOSS 2007 Manually applying content management policies to content after it has been migrated Inspiring Your Next Success! 8

10 Metaplus the content rationalization and migration solution for SharePoint Features Analyse existing content - - Web Pages - Office Documents - PDF s - Images Identify duplicate content Identify and Cleaning-up out-of-date content efficiently Obtain management reports accessible through an executive dashboard interface Running structured BI queries on - Images Identify content for archiving unstructured content Metaplus+ Manipulate metadata and content structure through an intuitive interface Application of Enterprise Taxonomy Providing Plug-ins to enable the migration of content to SharePoint Improving your Content Improving Enterprise Search Impact analysis of Content Management Policy changes Creation of Content rationalisation and archiving strategies and solutions Inspiring Your Next Success! 9

11 Examples of Reporting options Standard Reports Options Include» Age of content» Content usage / last accessed» Content duplication» Content location» Age of files» Last Updated» Total space used» Metadata type by repository» Metadata values by repository For more specialized reporting requirements, more customized reports can be developed by writing simple SQL queries. Inspiring Your Next Success! 10

12 Example: Identification of Similar Content 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 Inspiring Your Next Success! 11

13 Example: Report of All Metadata Found SAMPLE REPORT: The following table shows all the metadata fields from the 43 repositories which were audited. dbfilepath Content_Length direvuser Content_Length 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 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 Metaplus conducts a full content audit to extract all metadata, generates reports, and allows for automated manipulation and enhancement within the tool. Inspiring Your Next Success! 12

14 Example: Identification of Old Content Content Age Audit. 30% - 3 years 10%-Current 20% - 1 year Metaplus conducts a full content audit to identify out of date content. Tool allows you crawl and identify content that is older then XY years. 30% - 5 years Inspiring Your Next Success! 13

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