According to a Forrester report on ECM, 44% of survey respondees felt that they had a poor content strategy. In fact, it was the number one cause of dissatisfaction with their (one or more) ECM applications. So, where does migration fit in? And, what does it have to do with Information Governance?
I would be pretty confident to bet that every organization has, or will, perform migration of content. Not a favorite task of IT or the business users who may be required to test the migration results. In general, it can bring shudders to many people. On the other hand, I think it is a rare breed of organizations that view migration as part of their overall information governance plan, if the organization even has one.
The first step, of course is determine what is to be migrated? Seems simple enough. Not so fast. If we dissect content to be migrated, it will typically fall into three categories:
- A small volume of critical content that needs to be made available immediately after the migration
- A larger volume of non-critical content that needs to be migrated, and made available to users again immediately after the migration
- The largest volume of unnecessary content that should be deleted or archived
The issue with the above, is that 1 & 2 may be able to be identified, or at least 1. The biggest problem is with 3. Let me put this into perspective. We have a client who is migrating over 1 million documents. Now, take either 1, 2, or 3 and have a ‘human’ evaluate each document as to its importance and where is fits into the migration value chain. Becomes literally impossible. As a result, organizations often throw up their hands and resort to moving content from one repository to another and the same mess exists until the next migration rolls around (and just hope you aren’t still around to deal with it).
Migration is a perfect opportunity to clean-up your content, before it is moved. Obviously, the only way that can happen is with tools that can rapidly detect what the content is ‘about’. Sophisticated tools can also surface records that were never declared, security exposures that were never identified, and de-duplicate the content. Once this is accomplished you can achieve what we call ‘intelligent’ migration and reap the benefits of content that is organized, much easier to be found during search, and achieves a level of ECM as well as Information Governance.