Seamless Data Migration to LiveLink ECM
Overview
Telenor, a leading global telecom provider, required a comprehensive migration of 1.5 TB of data across 3.1 million files to a new ECM system, Opentext LiveLink, with minimal business disruption. This migration involved extensive data clean-up, ensuring only relevant business information was preserved while all existing access rights and metadata were maintained. A solution was needed to ensure a seamless transition with reduced storage and improved system efficiency.
Technologies:
System Transition
Telenor faced the challenge of migrating a massive data repository to a new Enterprise Content Management (ECM) system without disrupting its day-to-day operations. With 1,500 employees generating data, the existing file systems were vast, cluttered, and outdated, leading to inefficiencies and high storage costs. The goal was to transition to Opentext LiveLink, a unified ECM solution, while preserving the integrity of the data, including user permissions and metadata.
This migration was vital for Telenor as it offered enhanced functionality, better data management, and a reduction in operational costs. The project’s success would streamline operations, improve data access, and free up resources previously tied to the maintenance of legacy systems. The ECM migration provided a strategic advantage by enhancing data security and ensuring compliance with corporate policies.
Challenges
Massive Data Volume
1.5 TB of data across 3.1 million files needed to be transferred while retaining metadata and permissions.
Minimal Downtime
Migration had to ensure that business downtime was kept to a minimum during the transition.
Data Clean-Up
Separating relevant business data from obsolete content was critical to ensure system efficiency.
Complex Permissions
Mapping and retaining user permissions from the old system to the new required careful attention.
Data Integrity
Damaged files and incorrect extensions needed to be fixed to ensure migration readiness.
Strategic Solutions
System Assessment and Planning
An initial evaluation of Telenor’s IT infrastructure and existing systems was conducted to determine the most effective approach for migration. Key pain points, such as data redundancy and storage inefficiencies, were identified. A roadmap was established to guide the migration, using CSHARK MPS Voyager as the primary tool.
Data Scanning and Categorization
Using CSHARK MPS Voyager, the existing data was scanned and categorized into business-relevant files, multimedia, and operational research files. Non-essential data, such as damaged or blacklisted files, was identified and flagged for removal. A collaboration with Telenor staff ensured additional insights were gathered to tailor the process further.
Data Clean-Up
Based on the categorization, non-business data, including duplicates, outdated, and inactive content, was archived or deleted. This automated clean-up resulted in a significant reduction in the volume of data to be migrated—by 50% in the number of files and 33% in total storage size. This reduction minimized business downtime during migration and improved long-term system efficiency.
Migration Using MPS Voyager
The remaining relevant data was migrated using CSHARK MPS Voyager’s Opentext LiveLink connector. This tool enabled high-speed data transfer, preserving all metadata and user permissions while also incorporating additional properties inherited from external sources. The migration was executed in two stages: the initial migration and a delta migration to account for data created during the process. This ensured no information was lost.
Post-Migration Training and Support
Following the migration, employee training sessions were held to familiarize Telenor staff with the new system’s features. Continuous technical support was also provided, ensuring the system operated optimally and addressing any post-transition concerns.
Migration Phase
Data Reduction
A 50% reduction in files and 33% in storage resulted from automated clean-up, decreasing migration time and costs.
Metadata Preservation
All existing metadata was retained during migration, ensuring that business-critical information remained intact.
Seamless Permissions Transfer
User permissions were carefully mapped and retained, preventing access disruptions during and after migration.
High-Speed Migration
CSHARK MPS Voyager’s ECM connectors ensured fast data transfer, leveraging the system’s APIs to maximize throughput.
Delta Migration
An additional migration phase captured any data generated during the initial migration, ensuring a complete transfer.
Comprehensive Employee Training
Training programs equipped staff with the knowledge to navigate the new system efficiently, minimizing disruption.
Summary
The migration to Opentext LiveLink at Telenor was a complex yet successful transition, reducing storage costs by archiving obsolete data and preserving business-critical content. Leveraging CSHARK MPS Voyager ensured a seamless migration with minimal downtime, allowing the company to operate efficiently throughout the process. The end result was a modern, unified ECM system that enhanced data management, reduced storage costs, and improved overall operational efficiency.