Diem Drive Migrator for HP TRIM

Description

Diem Drive Migrator is a migration tool that can be used to migrate network drive folders and files into HP TRIM. Network drive migration is a critical issue for most organisations when implementing an Electronic Document and Records Management Systems (EDRMS). This process can be both time and resource intensive and requires users to be taken offline while the migration is underway. Diem Drive Migrator has been developed to minimise the impact of this process on the organisation. Diem Drive Migrator was formerly known as Diem Port.

Functionality

One of the primary issues facing organisations when they implement Electronic Document and Records Management Systems (EDRMS) is migrating files and folders from existing network and shared drives. In situations where the migration cannot be undertaken over a weekend, this presents a real problem to the organisation.

Diem Drive Migrator

Diem Drive Migrator has been developed to minimise the impact of this process on the organisation:

• Container Processing provides the ability to duplicate network drive folder structures inside HP TRIM. This provides users with a familiar environment in which to work and reduces the cultural change imposed on users.
• Delta processing provides the ability to minimise the impact of the migration on organisation with large migrations. You can take a copy of your live data and migrate it in while staff continue to work on the system. Then run the delta processing to ascertain what is new or has changed and transition people to the new environment overnight or over a weekend.
• The ability to stop a migration during processing and restart it from where it left off provides the organisation with the ability to control the migration process.

Data migrations tend to be individual in nature. Each organisation captures different information and stores it in different ways. This fact necessitates flexibility within the tools used for migration. Diem Drive Migrator has been developed to provide a flexible approach to migration:

• The ability to ignore selected subfolders and file extensions provides the flexibility to choose what to migrate and what to discard.
• The ability to populate both predefined and custom fields with static or dynamic metadata provides more comprehensive records in TRIM.

Compliance and security are vitally important to organisations. Diem Drive Migrator provides functionality to help organisations meet these requirements:

• Security, caveats and access control can all be applied to information being migrated into the system
• Duplicate handling provides the ability to identify duplicate documents during the migration process. Duplicates can then be replaced with links to protect the authoritative source.

In summary, Diem Drive Migrator provides a flexible mechanism to enable organisations to intelligently migrate existing network drive stores to the authoritative source, and streamline the transition process to the new environment.

Technical

Diem Drive Migrator is a .Net 2.0, Windows forms based application. The tool needs to be run under a user who is a:

• Local administrator on the machine where it is being executed from.
• HP TRIM administrator on both the source and destination HP TRIM datasets.

Case Studies

Diem Drive Migrator has been used in the following agencies:

• Australian Consumer and Competition Commission: used Diem Drive Migrator to migrate over 1 million network drive documents into HP TRIM using a phased approach.
• Australian Crime Commission: used Diem Drive Migrator to migrate over 1 million network drive documents into HP TRIM using a single consolidated migration process.

Diem Dataset Migrator for HP TRIM

Description

Diem Dataset Migrator is a HP TRIM administrator’s migration tool that copies records and locations from one HP TRIM dataset to another. It’s used for cleaning a HP TRIM dataset that may have a corruption, or amalgamating multiple datasets into one.

Functionality

Diem Dataset Migrator

Diem Dataset Migrator provides the following functionality:

• Copies across electronic attachments, revisions, security, field values etc.
• Processes records in decreasing order of record type level when the ‘Migrate all records’ option is chosen.
• Offers a “Migrate Selected Records” option where records are selected for migration using TRIM search dialog box.
  Movement History can be copied across.
• Establishes relationships between all records in the destination dataset (based on the source dataset) after all the records have been copied to the destination TRIM dataset.

Technical

Diem Dataset Migrator is a .Net 2.0, Windows forms based application. The tool needs to be run under a user who is:

• Local administrator on the machine, from where the tool is being executed from.
• HP TRIM administrator on both the source and destination HP TRIM datasets.

Case Studies

Diem Dataset Migrator has been used in the following agencies:

• Australian Radiation Protection and Nuclear Safety Authority: used Diem Dataset Migrator to amalgamate two different HP TRIM datasets into one.
• Australian Sports Anti-Doping Authority: used Diem Dataset Migrator to move all records and locations from a corrupt HP TRIM dataset to a new HP TRIM dataset. This resolved a security corruption and a Document Content Indexing issue.

Case studies

Diem Port has been used to bulk migrate documents from network drives in the following sites:

• Australian Crime Commission: all documents were migrated to TRIM during the ‘go live’ process for the HP TRIM solution. This involved hundreds of thousands of documents, including network and local drives. Security on the directories were transfered to access controls in TRIM during the process. Users generally don’t use network drives any more.
• Grains Research & Development Corporation: use the product to periodically migrate all documents in specific directories identified by business sections to TRIM. This includes excluding certain types of files, such as Microsoft Access database files.
• Catholic Education Office – Canberra/Goulburn Archdiocese: Identified document types from network drives were migrated to TRIM several months after the go live event for the HP TRIM solution. A number of file types were excluded to allow in-house applications to continue to opeate as they are. The migration process included creating classification terms for the top level of the network structure, and folders for the next level down.
• Australian Wool Innovations: created a folder structure in TRIM using the network directory structure during the migration process. Only identified directories were migrated.
• Sydney Port Authority: created a classification structure in TRIM using the network drive structure during the migration process. Only identified directories were migrated.

Resources

Resources such as business case information and white papers will be available on this site. Currently there are three iCognition White Papers available:

1. EDRMS Business Cases (short form and long form versions): This white paper conducts a comprehensive cost-benefit analysis of three implementation options for Electronic Document and Records Management Systems (EDRMS): Records Management, Business-specific, and Enterprise Information Implementations. There is a short form version for managers and executives, and a long form version for those who need detail. The paper outlines the business case for each option and determines in what circumstances each option would be considered. The EDRMS business cases are compared to a ‘Do Nothing’ option. In the example used in this analysis, of an organisation of 500 staff and using the assumptions detailed in this paper, a pure cost-benefit analysis approach shows the Enterprise Information implementation is ahead by an order of magnitude over the next best option. The Enterprise Information option further consolidates its lead when taking into account the non-quantifiable benefits. This must be tempered by the change management effort of transitioning the organisation to predominately EDRMS usage and limited access to other repositories, which can be significant. The results can also be influenced by key business drivers that can heavily influence the non-quantifiable benefits and justify other implementation options.
2. HP TRIM Interface Options: High user adoption rates are a key measure of success for the implementation of TRIM Context as an Electronic Document and Records Management System (EDRMS). While the solution itself is not solely responsible for the achievement of take-up or adoption, the solution architecture must facilitate user adoption through ease of capture, search, retrieval and management of information. The solution architecture must therefore provide easy to use interfaces that are familiar to current technology paradigms, so that there is little change to the way people already work. This paper investigates the various interface options for TRIM Context and provides analysis on their applicability to enterprise-wide use depending on the environment outcomes desired, and makes comment on each interface’s benefits and disadvantages.
3. Collaborative Workspaces for HP TRIM: An Analysis of Two Options: This White Paper provides an analysis of two options for collaborative workspaces for Hewlett-Packard’s HP TRIM Electronic Document and Records Management System (EDRMS). Generally, organisations have a number of technology options to choose from to develop a collaborative information management workspace. This White Paper provides an analysis of two options for collaborative workspaces using HP-TRIM EDRMS as the core capability. The options are the most popular for HP TRIM, and are Microsoft SharePoint and iCognition Diem Portal. An alternative option of integrating the two will also be discussed. It should be noted that this is a comparison of two different approaches: although Microsoft SharePoint can be installed ‘out-of-the-box’, to achieve good outcomes it requires design and development; where as Diem Portal is a Commercial-Off-The- Shelf (COTS) product implementation. iCognition implements both Diem Portal and the HP TRIM integration to SharePoint, and we recommend either solution based upon an analysis of business needs and overall requirements.

Contact iCognition for copies of these white papers.