Conversion Process Detail

The data collection step requires the customer to provide access to the following items: document repository, an export from the source application database (ASCII flat file, SQL Server backup or ORACLE dump file) as well as other specific items depending on your current application. (Some customers will also send database extracts from other sources to be merged with the current ECM database tables. Examples would be data from JD Edwards, SAP, PeopleSoft, etc.)

Once we have processed the database(s) into conversion databases, we will work with the customer or assigned third party to determine how the legacy indexes will be migrated to the new system. This mapping can be simple – acct_number = Account Number or more complicated where different rules and decision making steps can be applied to a field say based on its length, content type, or association with other data fields or even fields in another database. This mapping exercise makes sure the new system is setup so that it can support the legacy data structures. Once the data mapping has been agreed to – we will finish our set up and produce a Data Interchange Test (DIT).

The DIT is a production run test and will be delivered in the same format as the production data. The purpose of the test is to give a customer converted data incorporating all the data mapping rules and covering every different document class/type. This test data is delivered to the customer for review and approval. The data will be written in an import format specific to the new ECM application (DIP, HPII, AX Import, XML, etc.)

The customer is to verify the following:

1. The data delivered matches the data imported, number of records, number of pages, etc.
2. The database mapping/conversion was properly implemented.
3. The pages in each document are in the proper order and match their indexing.
4. The data format is correct for each document. (i.e. single page TIFF versus multi-page TIFF)

Accompanying this test will be a sign-off form. Once the test has been accepted the form is signed off.  This approved DIT becomes the benchmark by which each production deliverable is measured. If we deliver data that does not match the DIT it will be corrected to match. This process ensures the each delivery meets the expectations and requirement of the customer.

Once the test is approved the production conversion begins. Converted data will be delivered based on the schedule provided for in the contract.

A detailed delivery list is provided with each deliverable. This packing slip will identify what is being delivered and should be used to reconcile against the import logs of your new system. Any discrepancies should be brought to the immediate attention of the project manager.

These deliveries will take place until all the original data has been converted.

For most larger systems the users are still adding documents to the old system while the conversion is taking place. This new data will also have to be migrated into the new system – we call the converse of this data the “Delta.”

This Delta conversion should take place once all scanning/ingestion into the source ECM application has stopped. The Delta conversion is generally very fast as the setup has already been completed and the dataset itself is usually small. A final accounting of all data converted and not converted will be delivered after the delta has been completed to assure accuracy. (Note: data not converted usually falls into one of the following categories: listed in the DB but not on the media, corrupt file(s), or zero byte files.)

We provide delivery reports throughout the conversion to assure that what we say we are delivering is actually what is getting imported into your system. At the conclusion of the project we will provide a final reconciliation against your source database to assure a fully completed conversion.

Each customer’s conversion requirements are unique and as such we offer services to meet these unique goals. Included in these services are some of the following; Data Encryption, Format conversion – i.e. MO:DCA to PDF, and annotation conversion. One of our sales professionals can help you understand these options and how they may apply to your conversion requirements.

This conversion process has been field tested for many years delivering over a billion converted pages and import files. Our staff has over 50 years of applicable experience performing large high volume conversions with this methodology.

In addition to the above – the conversion can be performed to assure the data most accessed is accessible first in your new ECM system. This can be done by processing data Last-in First-out. In conjunction with that documents from a particular document classes or application can be processed first to maximize early usability of your new system.