Project Insights – Consolidating multiple legacy repositories into global OpenText Documentum

Colleague | migration-center Team

Author
migration-center team

August 3, 2021

A leading global biotech company acquired many document management systems through acquisitions and siloed development.  Some were integrated into other systems; many were proprietary, and some were homegrown.  Support was difficult, expensive and a challenge to manage.  Some systems were at risk due to obsolete technology and infrastructure.  Most importantly, there was no authoritative global source of controlled documents and no global processes to manage Quality and Manufacturing (Q&M) or Research and Development (R&D) documents.

Industry focusBiopharmaceutical
Product usedmigration-center 3.4
Source sytems• Proprietary Quality and Document Management Systems
• OpenText Documentum
• Microsoft SharePoint
• File shares
Target systemOpenText Documentum Content Server 7.2

Project trigger

The business needed a global system with standardized processes to support its growing worldwide business operations. IT and business management developed an ambitious 3-year plan to consolidate 1.5 million documents from 20 source repositories into a new controlled document repository.  The company selected OpenText Documentum for Life Sciences as the global platform.  Leadership needed an experienced Life Science migration and technology partner to perform the migrations and address the most at-risk systems in the first year.  The customer selected fme to fill that role.

Migration program approach

fme and the customer developed a migration program to create and implement repeatable processes for each migration of Q&M or R&D documents.  Base platform configuration and enhancement releases were planned in conjunction with each migration project.  The migration and implementation plans were aligned with customer’s business and regulatory strategies. Business process changes and training plans were integrated into the project plans for each migration.  Migration processes, project templates and migration tools were refined over the course of the program to continually reduce migration time and improve migration quality.

Seamless migration

fme used its migration-center software and migration project methodology to successfully complete the scheduled migrations within the 3-year project timeline.  fme supported the worldwide migrations with staff from its offices in the US, Canada, and Europe. fme worked with customer to tailor its project plans, templates and mapping to Customer requirements.  Using the tailored templates reduced the overhead for each successive migration. fme led migration mapping, migration execution and migration verification activities.

The end result was an exponential growth in the number of documents stored in the global controlled document repository.  The migrations were delivered with little to no technical errors, which enabled decommissioning to proceed with confidence on schedule.

Project achievements

  • The new document management functionality enabled the customer’s business process improvements

  • The unified platform promoted global business effectiveness

  • The decommissioning of source systems reduced business risk and reduced maintenance and support costs

  • More source systems were migrated than originally planned

  • The program completed on time and under budget

The net result was that the program met or exceeded the customer’s expectations, which is the primary measure of success at fme.

Are you also struggling with the costs and inconsistencies of multiple legacy document management systems? Contact us and let our migration experts help you to make your migration a success.