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Moving From Documentum to WebCenter Content – More Benefits Than You Think

Guest Author

If you haven't already registered, make sure to sign up for our webinar today at 10 AM PDT: Stop Maintaining Documentum and Start Innovating With Oracle WebCenter. Today we have a guest post from our partners at Primitive Logic:

Known benefits of migrating to WebCenter Content include
stronger ECM capabilities, superior integration, and a modern authoring experience,
in addition to the financial incentives Oracle offers customers to move off
Documentum. There are also benefits that might not be as apparent, which we’ll
review below.  Many customers are immediately concerned about the cost and
effort associated with such a migration.  We agree that migrations can
certainly vary on a case by case basis, however, the effort can be managed and
executed effectively through a combination of proper planning, assessment, and
execution by leveraging automation through scripts and tools provided by
companies such as Kapow Software

Primitive Logic has been working with WCM solutions as well
as broader ECM technologies for nearly 15 years with a proven methodology and
migration framework.  We have helped our customers with their migration
efforts in an efficient, predictable, and high value fashion.  The details
of how to properly plan and execute a migration from Documentum to WebCenter
Content is for another post, but for the time being, let’s assume that the cost
and effort for the migration is manageable – are there any other benefits? The
answer is a resounding YES.  A migration effort like this presents a
myriad of opportunities and possibilities to strengthen and fortify one’s WCM
or overall ECM solution.  Following is a discussion of a few of those

  • Cleanup.  When was the last time you did an
    audit to find out how many documents were still being actively accessed or
    updated?  Do you know which pages on your website are actually being
    visited or maintained?  Do you even need them?  Are the links from
    your pages all working or pointing to relevant and current information? 
    In many cases, enterprises simply don’t know, and there are soft and hard costs
    associated with redundant, stale or unused content assets.  A migration
    effort lends itself a perfect opportunity to do a content assessment and triage
    to “cull the herd”, and move over only the content assets that make
    sense.  You would be surprised by the amount of content in your existing
    repository that has not been used for a long period time.  It can also
    help reveal areas where content is stale that should not be, and help
    enterprises focus on keeping the right pieces of content fresh and
    current.  Finally, by taking a complete and thorough look at utilization,
    the results can provide valuable insight into the effectiveness of the overall
    Information and Content Architecture, showing the enterprise areas of
    opportunity to better align with the end-users consuming the information.
  • Process Improvements.  Are the current
    workflows and business processes governing content creation, management and
    disposition still effective?  Do they meet the current needs of the
    enterprise?  When it comes to workflow and document lifecycle based event
    processing, it’s typically not something that one “migrates”, but rather, you
    would re-implement them on WebCenter Content.  This begs the question…do
    you even know what those processes should be?  Do you know the rules
    around how to treat the different document types and which processes to apply
    by default? These are questions that a surprising number of enterprises have a
    difficult time answering, and a migration effort presents, yet again, another
    opportunity for the organization.  Looking at existing processes might
    reveal ways to reduce cycle times or enforce governance that did not
    exist before.  It may also pave the path to implement additional
    processes to conform with current or upcoming compliance regulations that did
    not exist when the system was first implemented.  Getting an understanding
    of the required business processes helps the enterprise make sure it is
    standardizing where possible and keeping them current based on today’s
    compliance and regulations.
  • Organizational alignment.  When your
    content management solution was first implemented, groups, roles, privileges
    and access control were probably built based on the existing organizational
    structure at the time.  Again, every situation can vary, but if you are
    like many enterprises, re-organizations happen and they can happen frequently,
    leading to new groups, roles, and privileges.  This is most often
    addressed at the time through mapping, which isn’t always perfect and quite
    often brittle.  A migration effort provides the opportunity to “get it
    right”, and Primitive Logic’s extensive experience in this space also enables
    the enterprise to expect and accommodate future changes so that the security
    related rules can be aligned with organizational changes.

Please contact us about our FREE half-day Documentum to
WebCenter assessment, which typically costs $3200.  We will perform a high
level assessment of your existing Documentum environment, and provide you with
some initial ideas on how to get to WebCenter Content.  This is an
important first step in your planning and decision making process.

Primitive Logic looks forward to working with you to
leverage our experience, best practices, and our proven methodology to migrate
you from your Documentum platform to WebCenter Content.  Our guidance will
help you avoid the pitfalls that can cause project over-runs and missed
expectations, and we believe we are the best “guides” in the marketplace to
help you navigate through this migration journey.  Please contact Andy
Lin, VP of Web Solutions, at andy.lin@primitivelogic.com
or Mike McDermott, VP of Business Development, mike.mcdermott@primitivelogic.com.

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