As a Project Manager at ImageSource, it is my job to educate and guide stakeholders to the best solution based on budget, timelines and requirements. Having previously worked as a consultant at ImageSource, I’ve worked with the stakeholders of an organization to outline the scope of an Enterprise Content Management (ECM) solution for their business. During this process, our project management team conducts interviews of the users as well as workshops. The workshops help to demonstrate what is necessary for the organization to become more efficient rather than having unnecessary features, which, at times, can cause more work. As ECM technology continues to advance, more and more features become available and included in products. During the workshops, stakeholders must make tough decisions on what features are needed verses those that would just be nice to have.
Once these requirements are identified, our next objective is to review the products available, such as ILINX, IBM and Oracle, that will cover all the features the business needs to become more efficient. Currently on the market are several out-of-the-box software options that may fulfill some of the requirements needed. However, most organizations, small or large, have business processes that are unique and require configurable workflow options, database links and/or specific security requirements. Software that has this functionality ranges in licensing costs, software costs and implementation costs. It is important to have the requirements clearly identified from the beginning so that when the organization begins to review the software demos and proof of concepts, the best and most cost efficient solution is selected.
I recently watched a segment on King 5 News around how some government agencies are using legacy systems for their day-to-day work. The article was highlighting the software program used at the Department of Licensing to process vehicle registrations, however, there are a number of additional agencies that are using legacy programs and platforms for their day-to-day processes. The segment went on to discuss how expensive it would be to update all of those systems. Continue reading
ImageSource has been successfully executing migrations, large and small, to and from content repositories since 1994. Recently, we completed a mammoth project for a global financial information services company in which we migrated 85 million documents from a deprecated Oracle 10g IPM system to ILINX Content Store in 9 months with 99.99995% accuracy. That’s zero loss of data, except a few hundred docs that were already corrupt in the source system!
The speed and accuracy of this project can be attributed to 3 important factors that made the content migration successful:
We’ve used a similar services formula for migration execution large and small—your migration doesn’t have to be massive like the one mentioned above to give you great ROI. That, and the right software mix, will eliminate headaches from the equation the next time you have to migrate content.
If schedules or other factors outside your control don’t allow time for a full migration prior to going live with your new system, we have a feature in ILINX Content Store that will allow customers to turn off their normal end user access to your legacy system on day one of using the new system and still pull content from the legacy system through the ILINX interface, read more about that here. This enables significant benefits that include smarter resource allocation within your operating constraints and migration flexibility. Contact us for more information.
We recently helped the largest credit union in Alaska (17th in the nation) automate their consumer loan processing operations. With a growing number of their 77 locations looking to processing auto dealership loan requests, Alaska USA Federal Credit Union needed to replace their manual, paper-based process to meet current and future demands.
As is the case with many lenders who haven’t yet gone electronic, paper loan requests packets were being submitted via multiple avenues from dealerships. These packets consisted of anywhere from 20 to 25 pages per packet with a variety of page sizes, file sizes and quality. Some documents were even printed from DOT Matrix printers at some of the dealerships. Packets came in primarily through fax and email, and local dealers in Anchorage would even hand deliver loan packets. Once received, faxes and emails were printed out and paper documents were used to process the loan request. The documents had to go through various people for review and approval creating a lot of manual movement of paper. Having these documents in paper format also created a need for document storage in file cabinets consuming significant floor space in the building.
In order to rise above the limitations that paper processing placed on loan approval volume, Alaska USA went digital, with 6 major automation improvements to shave valuable time off the process:
Having automated their Consumer Loan process, Alaska USA has greatly improved their service to auto dealers and can be more competitive on winning new business. On the cost savings side, they can process more loans without increasing headcount and have eliminated hard copy document storage.
Migrations from systems like IBPM to ILINX can be fraught with issues that can bite the unwary in very bad places. However, if you are aware of such problems, you can plan ways to mitigate them and have a successful migration in the end.
One issue we run into is documents that have a page or two with corrupt images. Perhaps when the page was first contributed to IBPM, a system or other type of issue caused the image to be corrupt or cease to exist. Either physical hardware or a software bug can be the culprit. The product we use for migration, ILINX Export, will flag this document as an error, skip it and move on to the next document in RECID order. Once the export is completed, these flagged documents have to be re-visited. Once a determination is made that an image is indeed corrupt, and the chance to recover it from backups is extremely remote, the document can be deleted or manually exported from IBPM without the corrupt image.
Another matter we’ve dealt with is related to non-tiff images. This category is “universal” type images, and includes PDF, DOC, XLS, MSG and a host of other file types that IBPM supports. There are options within the ILINX Export tool that will allow the export of these files types in their native format through the IBPM SDK. Or the export can be done through database manipulation that can directly access the image file and then “unzip” the universal file into its native format.
The issue that can be encountered here is twofold, and manifests itself when migrating to another repository. One, IBPM stores the native file zipped up with another file that contains metadata and has no file extension. When the document is unzipped there are two files, one with a valid file type and one without. Typically, backend repositories require file extensions, which are useful for performance, like displaying file type icon on the user interface, and a variety of other reasons. During the migration, importing to the backend may be impeded due to a lack of extensions on the metadata files. Secondly, if the extension of the universal file has been altered or damaged in storage, the file type may not be a standard that the new repository will accept. In any case, having your migration come to a screeching halt is something to avoid.
Awareness is the key. By proactively incorporating a response into your migration plan, you can eliminate much heartburn and anxiety. That is where the expertise and knowledge of a seasoned Optika / Stellent / Oracle integrator, like ImageSource, comes into play. We have helped many customers build migration plans that take these and other items into account, so the migrations are as smooth and worry-free as possible.
Sr. Systems Engineer