1. Moving File Shares to IBM FileNet P8 Summary David Champeau IBM FileNet Certified Professional AIIM ECM Master AIIM BPM Pracitioner AIIM IOA Practioner

2. Methodology Choose a strategy Day forward Day forward with Archive Complete Develop a repeatable process Make it cookie-cutter Develop an information management plan Spend a lot of time analyzing the information Spend a lot of time cleaning and deleting E.g. Birthday and retirement photos If not touched past a certain date - delete

3. Methodology Develop a controlled vocabulary (taxonomy) Keep it simple in the beginning Develop a security methodology Folder and document security Use existing security groups or create new Multiple user interfaces required Understand how information is used Different content has different requirements Learn how to apply the DM features of IBM FileNet P8 Develop a training plan and “train the trainer” Develop a support plan Understand that this is just the first step Keep it simple

4. Example Repeatable Process A repeatable process Analyze Clean Configure Ingest and Classify Review Post-configure Test Train Go Each group will have something unique

5. File Share Migration Tool Kit IBM Content Analytics Discover, Visualize and refine unstructured content IBM Classification Module Automate the organization of unstructured content IBM Content Collector Archive and de-duplicate content into IBM ECM systems Integrates with Classification Module and Records Management

6. File Share Migration Tool Kit IBM FileNet Content Manager Core content management solution Content federation Collaboration DITA and XML support IBM FileNet Business Process Manager Document centric process management Supports IBM FileNet eForms and Lotus Forms

7. File Share Migration Roles Project Manager IBM FileNet P8 Architect Network Architect Security Architect Storage Architect Taxonomist System Administrator for Operating System System Administrator for Application Server System Administrator for IBM FileNet P8 Training Developer

8. File Share Migration Assumptions Little to no custom code will be required The network will support the bulk movement of content from the file shares to the content management system With a well-defined process the average time to move a group of users from file shares to a content management system is 2-3 weeks (based on actual project) depending on volume and complexity.

9. File Share Migration Risks Moving from file shares to consolidated content mgmt system = switching from LAN to WAN Risk is that the network will not support the movement of large files in a timely fashion Answer is to distribute part of the system closer to the users Users will not accept the system if the user interface is not easy to use, intuitive and improves their experience Users will be using the new system at the same time that others are being migrated and content is being ingested. The architecture must support this.

10. User Interface Users are used to the “tree view / list view” found in Windows Explorer One option is the Browse of Workplace XT A better option is FileNet Integration for Microsoft Office 1.1.5 The new version I saw at IOD 2010 is ready for prime time This will lead them into using the ECMS for collaboration instead of email