“A survey of corporate CIOs and general counsels found that, typically, 69% of the data most organizations keep can – and should – be deleted.” Compliance, Governance and Oversight Counsel (CGOC) Summit So what happens to the 69%? Most likely it will get migrated with no rhyme or reason. Just because it seems easier. And the organization is still left with mismanaged, useless information. That’s only one migration scenario. Migrations can be fraught with delays, budget overruns, and overall frustration. Register for this practical and informative webinar on March 25th, sponsored by Portal Solutions and Concept Searching and learn how you can eliminate migration challenges and reach the pinnacle of success. What you will take away: • Learn from Portal Solutions, an industry recognized SharePoint firm, the best practices and processes to approach migration • Understand the key challenges that need to be overcome before migration • Obtain buy-in and build the business case on why migration adds value and does not just move content from one place to another • Take away a clear vision of the steps involved during migration and the phases to be accomplished • Hear about Intelligent Migration technologies using conceptClassifier for SharePoint • See how the technology is a key component in a migration solution • Find the ROI of using one set of technologies to facilitate the migration process, and deploy metadata enabled solutions for search, content management, data protection, records management, and any application that uses metadata.

1. Climbing the Slippery Slope of
SharePoint Migrations
Don Miller
Vice President of Commercial Accounts
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearch
Jill Hannemann
Practice Director for Advisory Services
Portal Solutions
jhannemann@portalsolutions.net
Twitter @portalsolutions

2. Expert Speakers
Jill Hannemann – Practice Director for Advisory Services at
Portal Solutions is a recognized expert and frequent speaker in
the topics of portal strategy, governance, and information
architecture for clients in the government, media, and commercial
product industries. She brings over 10 years‟ experience with
information architecture design, taxonomy and metadata design,
and search to drive user adoption and return on investment.
Don Miller – Vice President of Sales at Concept Searching
has over 20 years‟ experience in knowledge management.
He is a frequent speaker on records management, and
information architecture challenges and solutions, and has
been a guest speaker at Taxonomy Boot Camp, and numerous
SharePoint events about information organization and records
management.

3. Agenda
• Portal Solutions
• Risks and Challenges facing a SharePoint Migration
• 5 Steps to a Successful Migration
• Concept Searching
• Introduction
• Smart Content Framework™
• The Metadata Challenge
• Intelligent Migration
• Migration Demo
• Next Steps

4. We deliver Digital
Workplace Products
and Solutions that help
organizations share
what they know and find
what they need by
connecting people, data
and content.
www.portalsolutions.net
About Portal Solutions

5. “A survey of corporate CIOs and general counsels
found that, typically, 69% of the data most
organizations keep, can – and should – be
deleted.”
-Compliance, Governance and Oversight Counsel (CGOC) Summit

6. 64%
Percentage of
SharePoint
Migrations that
miss the
deadline for
completion
Percentage of
SharePoint
Migrations that
are over
budget
37%
Source: Data Migration in the Global 2000, Bloor Research (September 2007)
Why Migrations Fail

7. Failure to Fully Scope the Effort1
No Buy-in from Stakeholders2
Content is Not Cleaned or Enhanced3
Failure to Budget for All Activities4
Why Migration Projects Fail

8. Five
Steps to
Success
1. Inventory Assessment
2. Content Clean Up
3. Migration Approach
4. Redesign IA/UX
5. Creating a Realistic Schedule
What is Your Migration Strategy?

9. • Total Size of Database
• Custom User Interface
• Master Page
• Page Layouts
• Content Types
• InfoPath Forms
• Workflows
• Custom Web Parts
• Custom Applications
• Business Connectivity Web Services
(BCS)
How much content do
you have?
1. Inventory and Audit

10. Inventory Analysis

11. • Metalogix Content Matrix
• Site Tree Pro
• Powershell Script
• Interns
Inventory Options

12. • ROT Analysis:
 Redundant
 Outdated
 Trivial
• Options:
 Migrate
 Migrate and
Update
 Archive
 Delete
Leverage the upgrade opportunity to
ensure quality content in SharePoint 2013
• Two Schools of Thought…
 Create rule-based cleansing
 Engage business users for subjective
analysis
• Beware:
 Plan adequate time for this
 Having an archive strategy is critical
2. Content Clean Up

13. • What are your options:
 Leave it in older SharePoint
 Move it from SharePoint to a file share
 Migrate to new SharePoint to an
archive site collection
• If content continues to exist…keep it in
READ ONLY mode.
• Consider deletion policies as part of
records retention
 What should be kept for compliance?
 Is it a risk if the file is kept?
Archive Strategies

14. Each Approach Has Pros and Cons:
• SharePoint to
SharePoint version
upgrade (cannot
migrate directly from
2007-2013)
• Few customizations
• On-prem to on-prem
• No IA rebuild
required
• Works for all types of
migrations
• SharePoint to
SharePoint
• Unstructured file
repositories
• Third party DMS
• Only supported
path to migrate to
SharePoint Online
• Copy, paste, tag
• Works in all
situations
• Extremely labor
intensive
Ultimately, your goals for the end state migration will drive which approach will be most effective
Content Database
Migration
Third Party Migration
Tool or Custom
Scripting
Manual Migration
3. Which Approach is Right for You?

15. • Understand What You‟re Getting Yourself Into
 Determine a rate of transfer
 A test run will give you a better idea of the output will be
• Where will you experience challenges?
 Challenges to look for:
• Links breaking
• Custom content types not carrying over
• File accessibility
• Page layouts not transferring
Test Migration is Critical!

16. Content
Types
Lists and
Libraries
Sites/Navigation
Site
Collections/Navigation
Web Applications
Recommended!
Supports growth
and sustainability
Determines how
users navigate to
browse content
Influences
metadata,
templates, and
searching for
content
4. Restructure Information Architecture

17. • Take the Opportunity to:
 Introduce an improved look and feel
 A more intuitive navigation
 A more robust search
 Create site personalization
• Address Current Solutions:
 InfoPath end of life
 Connectivity to other data systems
 Content publishing process
Set expectations
that it will not be
EXACTLY the same
4. Restructure IA/Design

18. • Content clean up:
 Engaging end users
 Archiving strategy
• Redesigning IA
 Metadata or navigation
• Rate of transfer
• Specific migration requirements
• Rebuilding objects
5. Creating a Realistic Schedule – Critical Dependencies

19. • Be Realistic About Risks and Challenges
5. Creating a Realistic Schedule

20. • Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 2009, 2010, 2011, 2012, 2013, 2014 „100 Companies that Matter in KM‟
KMWorld and Trend Setting product of 2009, 2010, 2011, 2012, 2013
• Authority to Operate enterprise wide US Air Force and enterprise wide
NETCON US Army
• Locations: US, UK, and South Africa
• Client base: Fortune 500/1000 organizations
• Microsoft Business-Critical SharePoint Program partner,
Gold Certification in Application Development
• Smart Content Framework™ for Information Governance comprising
• Five Building Blocks for success
• Product Platforms: conceptClassifier for SharePoint, conceptClassifier for Office 365,
conceptClassifier, and Concept Searching Technology
The Global Leader in
Managed Metadata Solutions

21. Metadata driven application and enforcement of policies to achieve
Information Governance
Smart Content Framework™
Sum of parts is greater than whole

22. A manual metadata approach will fail 95%+ of the time
Issue Organizational Impact
Inconsistent Less than 50% of content is correctly indexed, meta-tagged or
efficiently searchable rendering it unusable to the organization (IDC)
Subjective Highly trained information specialists will agree on meta tags between
33%-50% of the time (C. Cleverdon)
Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per
document and does not factor in the accuracy of the meta tags nor the
repercussions from mistagged content (Hoovers)
Malicious compliance End users select first value in list
(Perspectives on Metadata, Sarah Courier)
No perceived value for end user What‟s in it for me? End user creates document, does not see value
for organization nor risks associated with litigation and
non-conformance to policies
What have you seen Metadata will continue to be a problem due to inconsistent human
behavior
The Metadata Challenge?

23. • Concept Searching‟s unique statistical concept identification underpins all technologies
• Multi-word suggestion is explicitly more valuable than single term suggestion algorithms
Concept Searching has a unique approach to ensure success
• conceptClassifier for SharePoint will generate conceptual
metadata by extracting multi-word terms that identify
„triple heart bypass‟ as a concept as opposed to single keywords
• Metadata can be used by any search engine index or any
application/process that uses metadata.
Concept Searching
provides Automatic
Concept Term Extraction
Triple
Baseball
Three
Heart
Organ
Center
Bypass
Highway
Avoid
Building a Concept Index

24. • Create enterprise automated metadata framework/model
• Average return on investment minimum of 38% and
runs as high as 600% (IDC)
• Apply consistent meaningful metadata to enterprise
content
• Incorrect meta tags costs an organization $2,500
per user per year – in addition potential costs for
non-compliance (IDC)
• Guide users to relevant content with taxonomy
navigation
• Savings of $8,965 per year per user based on an
$80K salary (Chen & Dumais)
• 100% “Recall” of content, 35% Faster access to
content “Precision”
• Use automatic conceptual metadata generation to
improve Records Management
• Eliminate inconsistent end user tagging at $4-$7 per
record (Hoovers)
• Improve compliance processes, eliminate potential
privacy exposures
1. Create
concept index
from your
content
2. Model and
Validate
3. Automate
Tagging
4. Findability
5. Business
Processes
6. Records
Management
and PII
7. Life Cycle
Management
conceptClassifier for SharePoint provides an automated metadata approach for
an immediate ROI and enforces Information Governance
How Intelligent Migration
Impacts Content Lifecycle Management

25. Products
conceptClassifier for SharePoint and conceptClassifier for Office
365 platforms:
• conceptClassifier
Both automated and manual classification is supported to one or more term sets
within the Term Store and across content hubs.
• conceptTaxonomyManager
This is an advanced enterprise class, easy-to-use taxonomy and term set
development and management tool. It integrates natively with the SharePoint Term
Store, reading and writing in real time, ensuring that the taxonomy/term set definition
is maintained in only one place.
• conceptSearch Compound Term Indexing Engine
Licensed for the sole use of building and refining the taxonomy/term set, the engine
provides automatic semantic metadata generation that extracts multi-word terms or
concepts along with keywords and acronyms.
Optional Product:
• conceptTaxonomyWorkflow
Can perform an action on a document following a classification decision when
certain criteria are met. The workflow source type works in SharePoint 2007, 2010,
and 2013, all document types, including FILE and HTTP.

26. The Typical Migration Approach
• Compliance objectives need to be met, and a typical loop hole is in the
migration process
• Simply moving documents from one repository is not enough
• Content that was typically unmanaged will remain unmanaged
• Results in exposing an organization to risk
• Information cannot be managed from inception to deletion without
comprehensive metadata associated with the content
• Migration of unstructured content can be laborious and time consuming
• Documents can exist in multiple places at the same time, different revisions of
the same document exist, some documents should be deleted, and others
should be archived
• There may be records that were never declared, as well as confidential or
privacy information that will not be identified when migrated
• From an information governance approach, mass moving content results
in the same problem of mismanaged content

27. The Intelligent Migration Approach
• To migrate document collections effectively, the text content of each document
needs to be searched to determine its value
• Cannot be done manually
• Volume is too high
• Consistency of human decision making is unreliable and costly
• If manually processed, the security rights of the documents as they are moved
to their new location must be applied
• General migration tools cannot safeguard document confidentiality because
they do not make intelligent taxonomy workflow decisions
• As content is migrated it is analyzed for organizationally defined descriptors
and vocabularies
• Automatically classify the content to taxonomies or the SharePoint
Term Store
• Automatically apply organizationally defined workflows to process
the content to the appropriate repository for review and disposition

28. Elements of The Intelligent Migration Approach
• Index Content
• File Shares to File Shares, File Share to SharePoint
• SharePoint to SharePoint
• Custom Action – from any other repository (.NET code and Web services)
• Plug in architecture to custom develop content sources and destination
sources
• Connect to Concept Searching taxonomies or the SharePoint Term Store
• Train system to accurately classify content using clues, multi-word concepts,
rules, and metadata clues – file properties, file path, keywords, dates, etc.
• Set up rules for workflow
• Automatically generate semantic metadata, auto-classify and route
to appropriate SharePoint site, library, or folder

29. What Intelligent Migration Looks Like

30. Situation:
• Multiple Clients
Challenge:
• Simply moving content to new location did not
provide any benefits
• Human error and time was too costly
Solution:
• conceptClassifier for SharePoint platform
Benefits:
• Cleanses irrelevant and unnecessary documents
• Dramatically reduces the time for migration
• Eliminates manual intervention
• Improves the outcome enabling improvements in:
• Search
• Records management
• Data privacy
• eDiscovery and litigation support
• Text analytics
Smart Content Framework™ Building Blocks
Metadata, Governance, Migration
Global Supplier of Automotive Parts
The goal was to improve search for
147,000 business users but needed to
migrate literally millions of documents.
conceptClassifier for SharePoint was
used for the pre and post migration and
for enabling concept based searching
with their existing search engine and
taxonomy based search after the
migration.
conceptClassifier for SharePoint
identified 66,000 duplicates out of a
total of 270,000 documents,
representing a 24% reduction in disk
space.

31. Migration
Demonstration

32. Final Comments – Q&A
• Implement best practices and utilize SharePoint and migration
experts to assist
• View migration as a business objective, not an admin task
• Effective migration can improve search, content management,
security, records management, text analytics, eDiscovery, litigation
support….and the list goes on

33. Next Steps
Migration challenges?
Try Intelligent Migration. Experience the difference.
Please contact Don Miller, Vice President of Commercial Accounts
at Concept Searching
donm@conceptsearching.com

34. Please join us for our Next Webinar
Data Breaches and Security Rights in SharePoint Webinar
Date: April 29th
Time: 11:30am-12:30pm EDT
“70% of all security breaches are due to an organization‟s own staff.”
Ponemon Institute
Security is increasingly becoming a significant challenge, regarding how
unstructured and semi-structured content is protected, and also the security rights
of the individuals within the organization that need to be given or denied rights to
organizational assets. How can you protect your content before a data exposure
occurs? How do you ensure authorized access only and prohibit portability?
Register for this practical and informative webinar, sponsored by CipherPoint and
Concept Searching, and learn how you can eliminate data exposures and breaches
and not become a statistic.
To Register: https://www3.gotomeeting.com/register/485777054

35. Thank You
Don Miller
Vice President of Commercial Accounts
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearch
Jill Hannemann
Practice Director for Advisory Services
Portal Solutions
jhannemann@portalsolutions.net
Twitter @portalsolutions