Spotlight on 2010: Documentum and LiveLink Migrations
By Errin O'Connor
January 27, 2010 —
(Page 1 of 2)
For those of you who have a document management system or “system of record” (other than MOSS) within your organization, and may also have SharePoint 2007 running as a collaboration system, you might find your users may be confused or “hoarding” documents in SharePoint because of the usability issues of your “other” system of record.
With SharePoint 2010, this issue can be easily resolved. The “SharePoint Golden Rule,” as I like to refer to it, is starting to become an issue within organizations from two different sides.
First, you may not have a clear site-provisioning process and multiple sites are being created for very similar purposes, and the same or similar copies of documents are being stored in multiple SharePoint sites. Second, you may have another document management system where “final versions” or “records” should be stored, and you may not fully understand when or how these documents should be “routed” from SharePoint to the other “system of record.” This can create a real issue, especially in companies that worry about e-Discovery, litigation, and proper records management in connection with the legal department’s document- or record-retention schedule.
SharePoint 2010 can not only replace your existing system of record, but with proper planning, governance and site provisioning, can also restore the “SharePoint Golden Rule.” This means that only one version of a document exists and is stored within the proper location. It also has the proper retention schedule applied to it that will be controlled and then deleted by a related “destruction” workflow at the end of its life cycle.
My firm, EPC Group, has been engaged to many LiveLink-to-SharePoint and Documentum-to-SharePoint migration initiatives, and these projects in theory are very similar.
There are several things to be aware of when undertaking a major initiative like a Documentum- or LiveLink-to-SharePoint migration:
• How much content (Gigs, Terabytes, etc.) will you be migrating?
• What is the existing security model in your current “system of record”?
• How many users? Where are their locations? And how can you best identify “power users” and champions to help you promote the initiative?
• Develop internal training (via Lunch and Learns, creating videos via Camtasia Studio, Power User training, public relations campaigns, brown-bag sessions, and the like).
• What workflows exist within your current system of record? This is critical as you may need to start creating “swim lane” diagrams for these workflows to recreate them in Windows Workflow Foundation/Visual Studio.
• What should be the overall Site hierarchy? How can we make improvements to what exists, and how can you do this in a way that will easily allow you to modify this in a company reorganization?
• What are the current branding standards, and how can they be improved?
• What is the organization’s current retention schedule, and how can you create your SharePoint content type strategy around this so that you do not have to start from scratch?
• Will content need to be accessed externally via an external security model?
Related Search Term(s): Documentum, LiveLink
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