RecordPoint Migration Service Description
Table of Contents
Electronic Migration
Overview
RecordPoint's Compliant Migration as a Service (CMaaS) offering performs analysis, cleansing, and data migration of records to a pre-defined and mapped SharePoint Online location where the data is ingested into RecordPoint, managed in-place and all migrated metadata automatically indexed.
After the migration, all required records will be managed in place in RecordPoint and available in SharePoint Online. The Customer will be well positioned to:
- Decommission the content source environment.
- Minimize the risk of business users accessing incorrect versions of content.
- Realize cost savings due to minimization of stored content.
- Identify records that are eligible for deletion, archiving and disposal and action accordingly using the RecordPoint service.
- Continue utilizing SharePoint Online and the broader Microsoft 365 modern workplace without impact from the migrated records or any change to the existing information architecture.
Migration Methodology
RecordPoint performs data migrations using an ETL (Extract, Transform, Load) methodology. Data is extracted from the source system, transformed and mapped into a schema that aligns with the target system, and finally ingested into RecordPoint.
This process will, at a high level, look as follows:
Content is extracted from the source(s), analyzed, mapped, and loaded into SharePoint Online. The target SharePoint Online sites will be configured to provide the most efficient mapping for the information. As content is loaded into SharePoint Online, RecordPoint will ingest, index, and classify the records.
For any records already in a disposed or archived state, this information will be migrated directly to RecordPoint to ensure their integrity.
The migration is an end-to-end migration, ensuring the content is migrated according to the migration rules set up with the Customer. For this, RecordPoint follows the proven approach below:
- Define and design the migration.
- Data analysis.
- Build the migration solution.
- Trial migration/s, testing and remediation.
- Final migration and implementation.
- Audit and reporting.
Define and Design
During the define and design stage, RecordPoint will refine the ETL process, prepare the high-level data mapping, design the technical architecture, and work collaboratively with the Customer to ensure the migration scope, budget, and schedule align with the project implementation plan.
To deliver on this, RecordPoint and the Customer will:
- Hold a project kick-off meeting and project planning meeting.
- Perform two (2) high-level migration design and approach confirmation workshops with the Customer.
- Perform one (1) migration mapping confirmation workshop with the Customer.
- Perform one (1) technical architecture meeting for migration with the Customers technical representatives.
- Perform a sample extract for planning purposes.
The result of the above activities is a migration design document that details the scope, requirements, approach, and activities against which the migration will be executed and a technical architecture migration design document. Both documents will be signed off by the Customer before any further work.
During this phase, the Customer will prepare a test plan and test cases to validate the migration.
Data Analysis
Before the migration, RecordPoint will work with the Customer to assess and analyze legacy data through the RecordPoint File Analysis tool, including its structure, elements, volumes, high-value data, and specific migration requirements.
File Analysis is a simple and efficient way to discover what's in your data, identify high-value (and low-value) data, and give you the intelligence to understand what you can do with the data next.
File Analysis will crawl your data, perform a repository analysis, and create a dynamic results dashboard. The analysis will identify redundant, obsolete, and trivial (ROT) files and duplicates, as well as risk-sensitive data such as personally identifiable information (PII) and payment card industry (PCI). RecordPoint's expert consultants review the results and deliver a report to help you make informed decisions on managing your content.
A report will be provided on the data, similar to the one below, so the Customer can decide what will be migrated.
This process enables RecordPoint to provide actionable insights into the current content, structure, and metadata and make data-driven migration decisions based on high and low-value data.
During this phase, it will be agreed with the Customer what content needs to be defensibly disposed in RecordPoint by the Customer and what needs to be migrated.
The findings are documented in a data mapping and migration approach document.
Migration Build
In this migration stage, RecordPoint will build the migration environment (in partnership with the Customer), scripts, and ETL solution. The high-level activities include:
- Customer to build the infrastructure required for migration.
- Build the migration script/application for extraction of data.
- Build transformation scripts, limited to compliance with SharePoint information architecture and RecordPoint compliance.
- Develop SharePoint information architecture for migrated content limited to:
o Two (2) SharePoint site templates.
o Provisioning of ten (10) SharePoint sites.
o Provisioning of up to eight (8) document libraries per site.
o Provisioning of up to eight (8) content types (or equivalent) per site.
o Provisioning of up to twenty (20) columns per site.
- Build required migration load scripts/applications for SharePoint Online.
- Perform testing of the ETL scripts.
- Report on impact and result of transformation rules (validated by the Customer).
- Perform the in-scope trial migrations and necessary testing and issue remediation activities in partnership with the Customer.
- Develop a run sheet in partnership with the Customer for production migration.
- Support the Customer in testing and validation of the migration.
When the migration solution is built and the rules are fully implemented, the actual migration will be executed. RecordPoint follows the Development, Testing, Acceptance, and Production (DTAP) methodology for data migration. Specifically, a test migration will be performed to enable the Customer to test and evaluate against the requirements and design document. After these testing activities, the migration will be signed-off for production readiness and scheduled per the Customer's required change management processes.
Production Migration
Following acceptance of the test migration, the production migration will be scheduled and executed. The migration will be performed as per the pre-described design and schedule (typically by function or site). This schedule will be continually assessed based on the throughput performance of the migration.
This process will be repeated until all migrations (all functions/sites) have been successfully migrated. In some instances, migrations may be run simultaneously to improve throughput and reduce durations.
During this phase, RecordPoint will also review the disposal schedule for migrated content and update if required, along with any metadata rules.
Once the data is migrated to SharePoint, the Customer, with support from RecordPoint, will run the content registration scripts for migrated content to register it in RecordPoint.
Auditing and Reporting
As an output of the migration, a full report will be produced that details the events and activities that have been performed (in the form of an audit trail). The report will allow the Customer to track and validate each migration run to ensure ongoing accuracy and data integrity. The reports include:
- Data extraction report.
- Content analytics report.
- Data transformation report (impact of migration rules).
- Migration results report (all data on files migrated); and
- Migration audit trail report.
After the migration, all migrated records will be held in both SharePoint Online and RecordPoint to be managed in a business as usual state.
RecordPoint and the Customer will hold a project closure meeting. The Customer will be handed over to RecordPoint support for business as usual support.
Physical Records Migration
Overview
RecordPoint’s physical records migration focuses on migrating physical records from an existing source into RecordPoint. After the migration, all physical records will be managed in RecordPoint, and the Customer will be able to:
- Decommission the content source environment.
- Realize cost savings in decommissioning an environment.
- Identify physical records that are eligible for destruction and archiving and action accordingly using RecordPoint.
Migration Methodology
RecordPoint performs data migrations using an ETL (Extract, Transform, Load) methodology. Data is extracted from the source system, transformed and mapped to RecordPoint, and finally loaded into RecordPoint.
The migration is an end-to-end migration, ensuring the content is migrated according to the migration rules set up with the client. For this, RecordPoint follows the proven approach below:
- Define and design the migration.
- Building the migration solution.
- Trial migration/s, testing and remediation.
- Final migration and implementation.
- Audit and reporting.
Define and Design
During the define and design stage, RecordPoint will refine the ETL process, prepare the high-level data mapping, design the technical architecture, and work collaboratively with the Customer to ensure that the migration scope, budget, and schedule align with the project implementation plan. To deliver on this, RecordPoint and the Customer will:
- Hold a project kick-off meeting and project planning meeting.
- Perform two (2) high-level migration design and approach confirmation workshops with the Customer.
- Perform one (1) migration mapping confirmation workshop with the Customer.
- Perform one (1) technical architecture meeting for migration with the Customer technical representatives; and
- Perform a sample extract for planning purposes.
The result of the above activities is a migration design document that details the scope, requirements, approach, and activities against which the migration will be executed and a technical architecture migration design document. Both documents will be signed off by the Customer before any further work.
During this phase, the Customer will prepare a test plan and test cases to validate the migration.
Migration Build
In this migration stage, RecordPoint will build out the migration environment (in partnership with the Customer), scripts, and ETL solution. The high-level activities include:
- Customer to build out the infrastructure required for migration.
- Build out the migration script/application for extraction of data.
- Build transformation scripts, limited to compliance with RecordPoint.
- Build required migration load scripts/applications for RecordPoint.
- Perform testing of the ETL scripts.
- Report on impact and result of transformation rules (validated by Customer); and
- Perform the in-scope trial migrations and necessary testing and issue remediation activities in partnership with customer.
- Develop a run sheet in partnership with Customer for production migration.
Support the Customer in testing and validation of the migration. When the migration solution is built and the rules are fully implemented, the migration will be executed. RecordPoint follows the Development, Testing, Acceptance, and Production (DTAP) methodology for data migration. Specifically, a test migration will be performed to enable Customer to test and evaluate against the requirements and design document. After these testing activities, the migration will be signed off for production readiness and scheduled per Customer's required change management processes.
Production Migration
Following acceptance of the test migration, the production migration will be scheduled and executed. The migration will be performed per the pre-described design and schedule. This schedule will be continually assessed based on the throughput performance of the migration.
This process will be repeated until all migrations (all functions/sites)have been successfully migrated. In some instances, migrations may be run simultaneously to improve throughput and reduce durations.
During this phase, RecordPoint will review the disposal schedule for migrated content and update it if required, along with any metadata rules.
Auditing and Reporting
As an output of the migration, a full report will be produced that details the events and activities that have been performed (in the form of an audit trail). The report will allow RecordPoint and the Customer to track and valid at each migration run to ensure ongoing accuracy and data integrity. The reports include:
- Data extraction report.
- Content analytics report.
- Data transformation report (impact of migration rules).
- Migration results report (all physical records migrated); and
- Migration audit trail report.
After the migration, all migrated physical records will be held in RecordPoint to be managed in a business as business as usual state.
LAST UPDATED 13 DECEMBER 2023
