Migration of unstructured content can be a laborious and time consuming project. Many documents can exist in multiple places at the same time, different revisions of the same document can exist, some documents should be deleted and others should be archived. Documents can reside on file shares, older versions of SharePoint, or other legacy content management systems. There may be records that were never declared, as well as confidential or private information that will not be identified when migrated. The ability to mass move content is relatively straight forward. However, simply mass moving content will result in the same problem of mismanaged and unorganized content. Learn how to avoid the typical pitfalls and get it right the first time. In this webinar Portal Solutions and Concept Searching will address SharePoint migration issues, information architecture and best practices to ensure your migration doesn’t result in the typical project over-runs, post-upgrade production issues and unanticipated down time. We will explore the strategies to design a taxonomy and metadata schema that will be the basis for information architecture in SharePoint, while understanding the functional planning of how users will interact with the various information elements within the SharePoint environment. What you will learn about during this session: • Best practices in defining a SharePoint information architecture • Aligning the architecture with the business goals • What is a metadata schema and why it's so important • How to design a schema aligned to the business and its processes • How conceptual metadata generation builds a consistent end user experience and decreases migration effort • Differences between a proprietary taxonomy solution and a fully integrated SharePoint term store solution • How to plan, architect and test your migration in an iterative fashion • Maximize the return on investment from your migration budget • Automatic migration of content driven by classification of metadata

1. 84% of Migration Projects Fail –
Getting it Right in SharePoint
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearchVal Orekhov
Chief Architect
Portal Solutions
val@portalsolutions.net
Twitter @portalsolutions
Michael Konrath
Director of Implementation Services
Portal Solutions
mkonrath@portalsolutions.net
Twitter @portalsolutions

2. Expert Speakers
Val Orekhov, Chief Architect at Portal Solutions
brings more than 15 years in web development technology and
consulting experience. As Chief Architect, he is responsible for setting
the overall technical strategy and providing technical oversight for
Portal Solutions’ projects and delivery. Val often speaks at SharePoint
conferences and local user groups.
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.
Michael Konrath, Director of Implementation Services at Portal Solutions
is an accomplished IT consultant with ten years of experience delivering
projects for large, complex organizations. He has served as Engagement
Manager, Project Manager and Business Analyst in the Telecom, Energy,
Non-Profit, and Government space, creating dozens of high quality
intranet, extranet and public facing sites on time and under budget.

3. Agenda
• Introductions
• Portal Solutions
• Why Migrations Fail and How Not to be a Statistic
• Technical Approaches for Migrations
• Things to Consider
• Concept Searching
• Our Technologies
• The Typical Migration Approach
• The Hidden Costs of Migration
• The Intelligent Migration Approach
• Demonstration

4. About Portal Solutions
10+
Years in
Business
4
Service Areas (Strategy & Planning,
Branding & User Experience Technical Design &
Technical Design & Implementation, User Adoption
& Change Management)
3
Times selected for
SP Early Adopter
Program
200+
SharePoint
Implementations
2
Locations – DC &
Boston
Our customers are
organizations that need to
improve performance through
effective information sharing.
Portalsolutions.net

5. Why Migrations Fail
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)

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

7. Don’t Be A Statistic!
1 – Scope
Properly
2 – Obtain
Buy-In
3 – Cleanse
Your Data
4 – Create a
Realistic
Budget

8. 1 – Scope Properly
• Scope
• Audit your content and understand the full breadth
of what you are migrating
• Perform a migration POC and identify your
approach
• Identify customizations and requirements
• Plan for multiple iterations/mock migrations

9. 2 – Obtain Buy-In
• Buy-In
• Identify business owners for all content and ensure
buy-in
• Users need to review content and determine
migration
• This can be time consuming – tools exist to help

10. 3 – Cleanse Your Data
• Cleansing
• Review your content – ensure only valuable content
is migrated
• Manually doing this is possible, but many times is
unrealistic
• Automated approaches

11. 4 – Create A Realistic Budget
• Budgeting
• Plan time/budget for an iterative process
• Don’t underestimate testing and review time
• Plan for using tools, which can save time
• Consider a separate project/workstream for content
migration

12. How To Obtain Buy-In – Migration As An Opportunity
• Buy-in is needed from across the enterprise
• Management
• IT
• End users/content owners
• How?
• Sell the migration as an improvement
• Content will be more findable
• Site will be more usable
• Users will be happier
• Increased adoption

13. How To Obtain Buy-In – Pair Migration With Value Add
• Improve Your Information Architecture
• Remap your IA
• Conduct taxonomy workshops
• Map documents to the new IA
• Improve Search
• Metadata tagging
• Make your documents findable
• Improve refiners
• Governance
• Add retention rules
• Quotas
• Content expiration

14. General Migration Process
Discovery
Identify Business Case and
ROI
Create User Stories and
Test Scripts
Inventory Source Content
and Systems
Assign Owners for all
Content
Design New IA
Determine Migration
Approach
• Manual/DB/Tool
• Identify any
required tools
• DB or Cutover?
Optimize
Monitor, enhance and
support
Bug fixes
Enhancements
Site monitoring
Search monitoring
OptimizeDiscovery
Proof Of
Concept
Build
Environment
Deploy
Customizations
and Configure
Farm
Execute initial
migration
QA Solution and
Identify Issues
Review Issues,
Create Estimates
and Project Plan
Iterative
Mock
Migrations
Execute Mock
Migrations until
content is
satisfactorily
migrated
Focus on subset
of content in
logical manner:
• User Stories
• Test Scripts
• Content
Owners
Satisfied
Go Live
Deploy pilot,
migrate and go
live
Set legacy
content to read
only
Perform
Migration
according to plan
Bring content
live on new site
Smoke test site

15. Migration Technical Approaches
1 – Content
Database
Migration
2 – Third Party
Tools/Custom
Scripting
3 – Manual
Migration

16. Migration Technical Approaches
• Content Database Migration
• SP to SP version upgrade (cannot migrate directly from 2007-2013)
• Few customizations
• On-prem to on-prem
• No IA rebuild required

17. Migration Technical Approaches
• Third Party Migration Tool or Custom Scripting
• Works for all types of migrations
• SP
• Unstructured file repositories
• Third party DMS
• Only supported path to migrate to SP Online

18. Migration Technical Approaches
• Manual Migration
• Copy, paste, tag
• Works in all situations
• Extremely labor intensive

19. • 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 ‘100 Companies that Matter in KM’
(KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012
• 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
• Managed Partner under Microsoft global ISV Program - ‘go to partner’
for Microsoft for auto-classification and taxonomy management
• Smart Content Framework for Information Governance comprising
• Six Building Blocks for success
• Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier,
conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePoint
The Global Leader in
Managed Metadata Solutions

20. Manual Tagging is a
Behavior Modification Problem
conceptClassifier automates the tagging process to remove the
behavior modification problem of manual tagging for Governance,
Findability and Migration
• conceptClassifier increases productivity,
improves ‘Findability’, automates
‘Governance’, migrates content
• Organizes intellectual assets and
provides a factor of improvement for
end users to find company information
with an automated tagging approach
for any search platform
• Improves ability to target content
through EMM/TS with 2013 Search and
SharePoint 2010/2013
• Improves SharePoint Portal Adoption
• Aligns content with governance polices
and federally mandated requirements
• Intelligently migrates content into and
out of SharePoint
• Mitigates Risk
• Reduces federal governance, corporate
information policy, and personally
identifiable information exposures while
improving eDiscovery audit capabilities
and ensuring alignment with content
retention policies
• Lowers cost of Administration
• Leverages native integration to
Microsoft stack, manages migration of
GUIDS
• Lowers cost of ownership to build out
and administer EMM/Term Store
• Intelligent content migration
• Intuitive user interface for easy
product adoption

21. 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 mis-tagged 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 answer to consistent metadata is an automated approach that can extract the meaning
from content eliminating manual metadata generation yet still providing the ability to manage
knowledge assets in alignment with the unique corporate knowledge infrastructure.
Manual Approach Leads to Failure

22. • 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 will generate conceptual metadata by
extracting multi-word terms that identify ‘triple heart bypass’ as
a concept as opposed to single keywords
• conceptTaxonomyManager uses statistical concept
identification to provide real-time feedback during the process
of building, testing, refining, and deploying taxonomies
• 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
Unique Approach

23. • Metadata driven application and enforcement of policies - conceptClassifier has been
deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce
policies. Many clients are using the platform to support their information governance strategy.
• Proven, mature functionality out of the box - The platform has been deployed in numerous sites
and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum,
SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.
Smart Content Framework™
Sum of parts is greater than whole

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. Model and
Validate
2. Automate
Tagging
3. Findability
4. Business
Processes
5. Records
Management
and PII
6. Life Cycle
Management
conceptClassifier for SharePoint 2010 provides an automated metadata
approach for an immediate ROI and drives business value
Accurate Approach

25. 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

26. Migration – The Hidden Costs
• 84% of data migration projects fail (Bloor)
• 72% of organizations delay migration because it is too risky (Bloor)
• 70% of projects reported schedule overruns of about 30% while 64%
reported average budget overruns of 16% (Hitachi Data Systems)
• In an Enterprise Strategy Group survey, 39% perform data migration on a
weekly or monthly basis
• Major risks identified in migration included unexpected or extended
downtime, budget overruns, customer impact (Hitachi Data Systems)
• Survey respondents rely on end users to validate whether their data
migration was successful or not (Enterprise Strategy Group)

27. “At the 2012 Compliance, Governance and
Oversight Counsel (CGOC) Summit, a survey of
corporate CIOs and general counsels found that,
typically, 1 percent of corporate information is on
litigation hold, 5 percent is in a records-retention
category and 25 percent has current business
value. This means that approximately 69 percent of
the data most organizations keep can – and should
– be deleted.”
Compliance, Governance and Oversight Council
(CGOC)

28. 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

29. 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

30. What Intelligent Migration Looks Like

31. The Bottom Line
• Information governance best practices should be applied to the
migration of unstructured content
• This approach enables rapid document migration as well as the
ability to evaluate each document as it is migrated
• The end result is a highly effective approach to cleanse irrelevant or
unnecessary documents, as well as to identify records that may not
been declared or have potential privacy exposures

32. Intelligent Platform Components
• Service Oriented architecture (SOA) based search and classification
technology
• Browser based taxonomy management technology tightly integrated
feature set that operates with any platform
• Industry unique compound term processing enables rapid creation
of semantic metadata, which can be classified to organizationally
defined taxonomies
• Tagging and auto-classification of content can be aligned to
business goals
• Semantic metadata generated can be easily integrated with any
third party application or platform that can interface via web services

33. Demonstration

34. Thank You
Don Miller
Vice President of Sales
Concept Searching
donm@conceptsearching.com
Twitter @conceptsearch
Val Orekhov
Chief Architect
Portal Solutions
val@portalsolutions.net
Twitter @portalsolutions
Michael Konrath
Director of Implementation Services
Portal Solutions
mkonrath@portalsolutions.net
Twitter @portalsolutions