Case study

Complex content migration from six legacy systems in parallel

Parallel migration

Successful parallel migration of legacy documents into a central repository

Metadata transformation

Transformation and standardisation of metadata

Cost savings

Significant annual cost savings due to decommissioning of legacy systems

Logo | Case Study | Auckland Council
Thumbnail | Case Study | Auckland Council

Technology

  • Source system: IBM FileNet 5.1, HP TRIM 6.2, OpenText Alchemy 9.1, Technology One DataWorks 3.7, Infor Pathway, File shares
  • Target system: OpenText Content Server 16.2 with Extended ECM (xECM) for SAP
  • Product used: migration-center

Challenge

Auckland Council operated a complex Electronic Document and Record Management Systems (EDRMS) landscape. Project ACCORD (Auckland Council Corporate Records and Documents) was a critical transformation program to streamline the EDRMS function at Auckland Council with the following key challenges:

  • Consolidate electronic documents and physical records from six
    legacy systems into a single environment
  • Simplify and standardise the EDRM system and process landscape
  • Address functional constraints attached to the current EDRMS landscape such as poor record management, version control, duplication issues, discoverability issues etc.
  • Reduce operational risk linked to end of life technology and the current web of automated and unautomated integration, interfacing and workflow with several SAP and non-SAP transaction systems
  • Reduce the run costs attached to the EDRM system and process landscape

Solution

Auckland Council engaged our service partner, Tenzing Limited, to implement OpenText Extended ECM for SAP and to migrate around 25 million documents and physical records from six legacy systems into the OpenText environment.

This migration posed a challenge of its kind. Due to the large number of source systems, tight timelines and the high complexity associated to this migration project, the decision to use fme’s migration-center was key to success. migration-center enabled the project to significantly de-risk and speed up the migration process, and to finish the migration successfully in time.

“This migration was highly complex due to the variety of legacy systems in scope. We weren’t just migrating one system, but six systems in parallel. These legacy systems were of different technologies with dissimilar metadata structures. The migration-center helped us to successfully migrate an extremely large volume of content from the legacy systems in a very tight timeline whilst allowing us to standardise the metadata.” Petri Coetzee – EDRMS Manager @ Auckland Council