Wednesday Oct 26, 2011

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

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 opportunities:

  • 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 or Mike McDermott, VP of Business Development,


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